Western Australia Digitisation Procurement Guide

1. Understanding how digitisation fits within the WA CUA

The WA Common Use Arrangement (CUA) supports agencies with the management of paper and electronic records through storage, retrieval, destruction and digitisation services. Categories 1, 2 and 3 are mandatory in the Perth metropolitan area and relate to physical storage and destruction. Category 4 covers digitisation services and is non-mandatory across the state.

Because Category 4 is non-mandatory, agencies may engage panel suppliers through the CUA or procure digitisation services directly under WA Procurement Rules. Both pathways are compliant. This flexibility exists because digitisation varies widely in complexity and some work requires capability that falls outside standard storage vendor processes.

Treasury guidance indicates that agencies have discretion to select the procurement pathway (CUA vs WA Procurement Rules) that best aligns with the nature and complexity of the digitisation work. This guide outlines these pathways and provides clear steps to help agencies identify the most appropriate approach.

These categories illustrate why capability varies and why some projects require specialist support.

3. Why Category 4 is non-mandatory

Digitisation sits differently to the other CUA categories because it represents only a small component of the CUA and cannot be standardised across agencies. Many CUA suppliers specialise in physical storage rather than full digital workflows. While they provide basic scanning, they may not offer the consistency, metadata structure, QA processes or technical outputs required for high-complexity digital work.

Some digitisation projects also require specialist capability beyond standard scanning. Agencies working with fragile archives, sensitive material, legacy record types or large-scale digitisation programs often need providers with:

• Purpose-built digitisation environments
• Specialised equipment
• Controlled workflows and chain of custody
• Structured output capability
• Metadata and system integration experience

Fujifilm DMS is often engaged for these scenarios because these elements form the foundation of its national digitisation capability. This is one reason why the WA procurement framework allows direct procurement for Category 4 services.

6. How to assess project complexity and risk

Digitisation projects vary in complexity and the level of control required depends on factors such as sensitivity, document condition, metadata needs, QA expectations and security requirements. Before selecting a procurement pathway, agencies should assess these elements to understand the level of capability the project will require.

The quick assessment below helps agencies identify the complexity of their project and whether specialist support may be needed.

7. What to do with your assessment results

Your assessment outcome highlights the level of capability your digitisation project is likely to require. This helps guide whether the CUA or direct procurement pathway will provide the best result.

Selecting the approach that aligns with the complexity of the work reduces the likelihood of rework, incomplete metadata or inconsistent outputs that may impact long-term access, compliance or PRIS readiness.

8. PRIS Act and future readiness

The Privacy and Responsible Information Sharing (PRIS) Act introduces new expectations for how WA agencies classify, manage and prepare information for secure sharing. Most obligations are scheduled to commence from 1 July 2026, with the notifiable information breach scheme expected to begin 1 January 2027.

Digitisation undertaken now can support PRIS readiness by ensuring information is captured, structured and controlled in ways that align with these requirements. Effective digitisation helps agencies establish:

• Accurate capture of material so records can be trusted for long-term use
• Metadata that supports search, discovery and reuse
• Controlled handling of sensitive information aligned with security classifications
• Structured outputs that meet long-term accessibility needs
• Records prepared for secure interagency sharing, where legislation permits
  
  

PRIS readiness focuses on the future use and reliability of information, not procurement pathways. Projects aligned with PRIS principles usually require consistent metadata, predictable workflows and strong quality controls, which are characteristic of specialist digitisation capability.

9. Summary and practical guidance

Digitisation under the WA CUA gives agencies flexibility to engage providers through the CUA or procure directly under WA Procurement Rules. The most suitable pathway depends on the nature of the work, the condition of the records and the level of accuracy, structure or preservation required.

Agencies can achieve the best outcomes by:

• Understanding the purpose and scope of the project
• Assessing the condition, sensitivity and long-term value of the records
• Defining quality, metadata and structured output requirements
• Considering long-term access needs and PRIS Act readiness
• Selecting the procurement approach that aligns with capability and reduces risk
  
  

Projects involving sensitive information, mixed formats, detailed metadata, complex workflows or long-term preservation outcomes usually require specialist capability.

This is where Fujifilm DMS is often engaged. Our national digitisation program uses controlled workflows, calibrated imaging standards, structured outputs and secure handling processes designed for high-value government, legal and historical collections.

By selecting capability that matches the complexity and risk of the work, agencies can ensure that the digital records created today remain accurate, accessible and fit for purpose well into the future.