Background
A Western Australian government agency needed to preserve valuable historical documents that were deteriorating through regular handling. Some items date back more than 180 years and were stored in compactus units that were taking up significant office space. The collection also included large leather bound folios that weighed up to 20 kilograms and were difficult and sometimes unsafe for staff to handle.
The agency required a solution that would protect fragile, historically significant records while maintaining staff access to the information they contained. Physical storage had become impractical due to space limitations, handling risks and ongoing wear. Digitisation was required to deliver accurate, high quality images of each document and ensure a secure, traceable process from start to finish.
Discovery and solution design
Fujifilm DMS scanning specialists reviewed the documents and determined the most suitable handling processes to protect the condition and integrity of the historical materials. Large format Zeutschel OS 15000 and OS 16000 planetary scanners were deployed to capture pages while keeping the bound volumes intact. Adjustable book cradles and controlled lighting minimised stress on the materials and enabled consistent, high resolution capture.
To maintain full traceability, every document was barcoded and reconciled to an agency-supplied manifest using a unique barcode and filename. Images were produced in both uncompressed and compressed TIFF formats to meet the agency’s archival and operational requirements. Rigorous quality checks were carried out throughout the process to confirm image clarity, colour accuracy, completeness and correct file naming before delivery.
This video demonstrates the Zeutschel OS 15000/16000 planetary scanning technology used for this project.
Implementation and outcomes
More than 500,000 documents have been digitised to date, with the project expected to conclude in mid-2026. Digital files are securely delivered to the agency via SFTP, supported by reconciliation reporting that confirms each file aligns with the original manifest.
The program preserves historically significant documents while improving accessibility for staff and reducing the risks associated with handling fragile bound volumes. By combining Fujifilm DMS expertise with advanced Zeutschel scanning technology, the agency is safeguarding Western Australia’s documentary heritage and ensuring this valuable information remains available for future use.
