FUJIFILM DMS COUNCIL RECORDS DIGITISATION

Digitisation services for councils

Digitise physical council documents such as planning files, property folders, approvals and legacy archives. Files are scanned at high resolution and returned in accessible formats that support search, long-term storage and internal access.

Support access, compliance and smarter use of council records

Fujifilm DMS helps councils manage physical archives by converting them into structured digital files. Our service supports internal access to information, aligns with records management obligations and provides practical formats for long-term digital preservation. Projects are delivered through standardised workflows, with flexibility to suit local requirements and resource constraints.

COUNCIL DIGITISATION SERVICES

What we deliver as part of a council digitisation project

Our services are structured to help councils digitise development applications, property records and other archived files in a controlled, secure and scalable way. Every project is scoped to match your available resources, system requirements and document formats.

Scanning and conversion of physical files. All documents are scanned at 300 DPI in colour or greyscale and converted to formats such as PDF or PDF/A. Where required, files can be grouped or split into folders based on original box contents or record types.

Metadata capture and file naming. Naming conventions, index fields and file structures are set up based on council requirements. Outputs can include folder hierarchies, CSV indexes or other metadata files to support downstream use.

Secure handling and physical logistics. Documents can be collected and returned using tamper-evident packaging and tracked transport, with chain of custody maintained throughout the process. Certified destruction is also available if authorised.

Search and structured output options. AI can be applied to capture full-text from content, where requested, enabling future search capabilities across digitised documents. Structured outputs such as JSON or XML can also be provided where needed for internal systems.

Flexible delivery and staging. Projects can be delivered in batches to support internal capacity or staged processing. Final digital files can be transferred securely via SFTP, encrypted drive or other agreed methods.

SERVICE CAPABILITIES

Designed to meet the operational and compliance needs of councils

Our digitisation services are backed by secure, high-capacity distributed processing centres, standardised workflows and secure infrastructure. We follow clearly documented procedures to protect sensitive records and ensure every file is handled with accuracy and traceability.

ISO certified processing environments

All digitisation is performed under ISO9001 (Quality Management) and ISO27001:2022 certified systems. Procedures are in place to support accuracy, traceability and controlled access at every stage.

Highest quality document imaging

Fujifilm DMS own the largest fleet of high-performance Kodak 5000 series document scanners in Australia, delivering the best quality and most reliable imaging results for historical documents, supported by large format scanning devices.

Secure handling of physical records

All physical files are packed in tamper-evident materials and moved using tracked logistics providers. Chain of custody is maintained across intake, processing, return and optional certified destruction.

Structured digital outputs

Files can be delivered in PDF, PDF/A or other formats, with metadata supplied as CSV, XML or JSON where needed. Structures can be configured to align with council records systems or document hierarchies.

Protected file delivery

Digital outputs are transferred using secure protocols such as SFTP or provided on encrypted storage devices. Delivery preferences are confirmed during onboarding based on council IT policies.

Phased project delivery

Digitisation work can be delivered in defined batches to suit available staffing or staged budgets. We work with councils to establish scope, scheduling and reporting milestones that align with internal capacity.

Supporting records governance and lifecycle compliance

Digitisation is only the first step. Councils also need to ensure digitised records are structured and managed to meet long-term compliance, retention and audit requirements.

Capture sentencing-ready metadata

Our intake process can be configured to capture essential metadata that supports records classification, indexing and disposal scheduling. This ensures digitised records can be aligned with council retention policies, internal governance rules and common EDRMS platforms. It also provides a foundation that supports downstream compliance and sentencing requirements if needed.

Enable downstream information governance

We structure and format digital records to support audit trails, permission management and lifecycle actions. This helps councils maintain control over who can access what, for how long and under what governance rules.

Align with legislative obligations

Our digitisation workflows are designed to support compliance with records legislation and information governance frameworks across Australia. This ensures councils can meet regulatory requirements for retention and secure disposal, even if sentencing itself is managed elsewhere.

“…so this partnership with Fuji, as I say, is based on technology and it’s based on excellence, but it’s also based on trust…”

AI-enhanced document processing

To elevate digitisation outcomes, Fujifilm DMS applies Artificial Intelligence across key stages of document handling. Our AI tools enhance how records are classified, structured and validated before entering council systems. This supports greater efficiency and accuracy across high-volume workloads.

Intelligent classification and extraction

Apply Large Language Models (LLMs) to automatically identify and classify document types based on content, context and layout
Extract text and data from scanned or image-based records using high-accuracy Optical Character Recognition (OCR)
Automatically apply metadata and indexing rules to streamline downstream processing

Structured data transformation

Automation and quality enhancement

“So the ABS was given quite a challenge with, the requirement to undertake the survey within essentially less than a hundred days … we were confident that we could deliver this survey.”

Built for regulated industries.

Councils across Australia trust Fujifilm DMS to digitise development, property and archive records with robust capability and strict security.

Trusted partner

Digitisation solutions of the highest quality that meet the most rigorous information security and compliance standards.

ISO 27001 & ISO 9001 certified
Information Security Registered Assessors Program (IRAP) certified
Defence Industry Security Program (DISP: entry level) certified
Approved partner of the Federal Agencies Digital Guidelines Initiative (FADGI)
Australian data sovereignty
Data encryption & data segregation
Tamper-evident packaging & chain of custody control

Unmatched capability

The latest technology, best-practice automation processes and comprehensive digitisation solutions.

Inbound production facilities across six states and territories
Readiness to scale for large, high-volume events
Largest fleet of rotary scanners in Australia
Flexible onsite and offsite digitisation options
AI-powered automation for classification, extraction & QC
Secure staged logistics & file batching

Comprehensive solutions

Secure digitisation options that address various business challenges and requirements

Archived file digitisation for access or preservation
Streamlined intake of physical and digital records
Confidential data and personnel record handling
Preservation of fragile, sensitive and high-value materials
Structured outputs aligned with client system requirements
Project staging to match council timelines and budgets

Ready to take the next step?

Book a records assessment to explore how we can help you digitise smarter, reduce risk and unlock the value of your physical archives. Fill in your details and we’ll be in touch to arrange your complimentary assessment.

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