Fujifilm Data Management Solutions

Specialist digitisation services for Western Australia

Our ISO-certified processes deliver secure, high-quality digitisation that improves access to information and protects sensitive records across WA government and councils.

Supporting WA Government and councils with secure digitisation

Government agencies and councils manage legacy archives, operational records and long-retention collections that require controlled handling and reliable outcomes. Digitisation helps reduce manual processes, improve access to information and support consistent governance.

Across Western Australia, agencies are also preparing for new information management expectations while working with increasing volumes of sensitive or long-retention material. Digitisation provides accurate capture, structured metadata and secure access aligned with modern records management needs.

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Key drivers in Western Australia

Why WA agencies are digitising their records?

Across Western Australia, agencies and councils handle older physical archives, operational records and legacy repositories that are difficult to access and expensive to maintain. Without consistent retention and disposal controls, organisations face elevated compliance risk, rising storage costs and diminished visibility of their information.

Digitisation provides clear structure and accountable handling so information is managed in line with approved schedules, classifications and governance requirements.

Regulatory and audit pressure. Legacy archives and older repositories hinder compliance and audit responsiveness. Digitisation enhances visibility, traceability and long-term access.

Rising storage costs and inefficiencies. Over-retained files and dispersed records consume space, delay retrieval and impact service delivery. Digitisation streamlines access and lowers physical storage burden.

Fragmented data across systems. Information stored across drives, repositories and legacy systems limits discovery and slows decision-making. Digitisation fosters a unified and searchable repository that supports governance and oversight.

Increasing volumes of sensitive information. Many records contain personal or regulated content. Digitisation reduces handling, strengthens security controls and provides transparent audit logs.

PRIS Act readiness. The Privacy and Responsible Information Sharing (PRIS) Act will raise expectations for classification, retention and sharing of information. Digitisation completed now supports that shift and reduces future remediation.

Procurement options for digitisation in WA

Understanding WA’s procurement pathways

Digitisation falls within Category 4 of the CUA and is a non-mandatory service. Agencies can engage panel suppliers through the CUA or procure directly under the WA Procurement Rules. Both pathways are compliant and the most appropriate option depends on the nature and complexity of the work and the outcomes required.

Direct procurement is often selected for projects that involve sensitive material, fragile collections, structured outputs or specific quality assurance requirements.

View the full WA procurement explainer
  • Procurement snapshot
  • Up to $50K – verbal quotes
  • $50K - 250K – written quotes
  • Above $250K – approach to market
  • These thresholds help agencies understand typical procurement steps when engaging digitisation providers outside the CUA under the WA Procurement Rules.
  • Procurement snapshot
  • Up to $50K – verbal quotes
  • $50K - 250K – written quotes
  • Above $250K – approach to market
  • These thresholds help agencies understand typical procurement steps when engaging digitisation providers outside the CUA under the WA Procurement Rules.

Common programs we support in WA

Examples delivered with local coordination and audited processes. Simple to start and built to scale.

Use cases

Typical digitisation programs we support for WA government and councils from legacy archives to operational records with secure handling and structured outputs for long-term governance.

Planning & development records

Digitise development approvals, building plans, maps, microfilm and related documents into searchable PDF/A with structured metadata. Originals are preserved while digital copies improve access for assessments, investigations and public enquiries. Chain of custody and QA support auditability.

Property, rates and land services

Convert property files, valuation records, strata plans and rates histories into consistent digital outputs. Improve retrieval times, reduce handling of fragile files and support integration with content management systems used by property and land teams.

Regulatory, licensing and compliance collections

Digitise environmental records, licensing files, inspections, investigations and operational documents that require secure handling and long-term retention. Structured metadata and validated outputs support governance and controlled access.

Historical and fragile archives

Large format maps, microfilm, bound volumes, photographs, heritage collections and older archives that require specialist handling. High-resolution imaging, calibrated equipment and detailed quality checks preserve long-term value while reducing manual access to originals.

Operational and business records

Shared services documentation, HR files, correspondence, contracts, finance records and administrative material. Digitisation reduces manual handling and supports consistent routing through downstream systems.

Large multi-year digitisation programs

Programs involving legacy repositories, storage-provider transitions, back-scanning initiatives or multi-department collections. Validated workflows, sampling plans and structured reporting help agencies manage scale, accuracy and governance requirements.

Selecting the right capability

Digitisation complexity varies depending on the condition of the material, the quality required and the structure of the outputs.


Low complexity

Low complexity work involves stable material, minimal metadata requirements and straightforward scanning processes. These projects generally use standard resolution, simple naming conventions and basic quality checks.

  • Suitable for:
  • Routine office documents
  • Administrative files with short retention
  • Standard A4 paper records
  • Clean, stable material that does not require special handling

  • Typical outcomes:
  • PDF or PDF/A files
  • Basic metadata or folder-level grouping
  • Light QA checks

  • Low complexity work can often be delivered through standard scanning services.


Medium complexity

Medium complexity projects involve a wider range of formats or more detailed workflow requirements. These often include consistent metadata, indexing and structured naming conventions that support downstream processing or system ingestion.

  • Suitable for:
  • Operational archives and shared services material
  • Boxed collections containing mixed formats
  • Records requiring indexing, structured naming or batch QA
  • Material where accuracy and consistency must be validated

  • Typical outcomes:
  • Validated PDF/A outputs
  • Structured metadata (titles, dates, identifiers)
  • Defined sampling plans and quality reviews
  • Ingest-ready files for existing content systems

  • Medium complexity work benefits from providers with proven workflows and experience delivering accuracy at scale.


High complexity

High complexity digitisation covers material that requires specialist handling, higher accuracy and long-term preservation. These projects rely on controlled environments, calibrated equipment and structured outputs that support access and governance over time.

  • Suitable for:
  • Historical archives and fragile collections
  • Planning and development records
  • Maps, plans, microfilm and large-format material
  • Sensitive or long-retention records requiring auditability
  • Collections with complex metadata, naming or validation requirements

  • Typical outcomes:
  • Preservation-grade imaging
  • Detailed metadata schemas (PDF/A, XML, JSON packages)
  • Documented QA, sampling and acceptance criteria
  • Chain-of-custody tracking and secure transfer
  • Outputs aligned with PRIS readiness and long-term retention needs

  • Medium and high-complexity programs typically require specialist capability to achieve consistent, validated outcomes that support governance and compliance.

How we manage secure digitisation workflows

Our processes support sensitive and complex collections with strict handling, calibrated equipment and full audit traceability from receipt to delivery.

See how our digitisation works

Secure collection and chain of custody

Records are received through tracked movement, secure transport and detailed audit logs from intake to processing. This ensures full traceability and controlled handling for all material types.

High-quality scanning and image capture

Our national scanning fleet captures paper, photographs, microfilm and large-format material in secure, standards-based environments with calibrated equipment and detailed quality checks.

Metadata generation and searchable outputs

We produce structured metadata and text-searchable files that support searchability, information governance and integration with agency systems.

Secure delivery and digital archiving

Outputs are delivered via encrypted channels with integration options for content management and archive platforms. Physical records can transition to approved storage or disposal pathways.

High quality image capture
Metadata and information extraction
Delivery and retention support

Archival access and secure viewing

Digitised records can be stored, indexed and accessed online through our secure viewing platform. This supports long term retention, controlled internal access and efficient retrieval of high volume material.

  • Searchable access to digitised archives
  • Permission based viewing for staff and authorised users
  • Integration with existing content management systems
  • Secure storage for long term retention and compliance
  • Fast retrieval of maps, plans, historical files and high volume records
Learn more about ViewDocs
Viewdocs UI showing search document feature

Why organisations in Western Australia choose us

Secure coordination with consistent delivery, transparent audit trails and flexible procurement outside the CUA.


Public sector alignment

  • Independently certified to ISO 27001:2022 and ISO 9001:2015 with Australian data residency.
  • Clear audit trails and controlled access to support privacy, security and information-handling requirements.
  • Structured reporting and service reviews provide oversight for sensitive, complex and high-volume digitisation programs.
  • Digitisation completed now can also support PRIS readiness by improving record accuracy, metadata structure, lifecycle tracking and secure access controls.
  • Supported by DISP membership and IRAP-assessed platforms used across high-security government programs.


WA-focused coordination

  • Local coordination and logistics support for WA projects with secure pickup and tracked delivery.
  • Onsite or state-based scanning available for sensitive, fragile or time critical material when required.
  • Backed by Fujifilm DMS’s national network of ISO-certified processing facilities to scale high volume or time critical work.


Digitisation modernisation

  • Improves searchability and access through structured metadata, PDF/A outputs and consistent quality checks.
  • Reduces manual handling steps and supports correct routing through downstream processes.
  • Integrates with content management and line of business systems to support governance, audit trails and secure access controls.
  • Supports AI-enhanced searchability by producing structured metadata and text-searchable outputs that improve downstream discovery and automation.
Learn more about AI Document Intelligence


Sustainability & efficiency

  • Supports WA sustainability goals by shifting to digital where appropriate while maintaining high-quality print when required.
  • Reduces handling and rework through controlled movements and accurate processing.
  • Batch QA, reconciled lodgement and cost transparency support continuous improvement and reporting clarity.
Case studies & articles

Real-world digitisation outcomes

Case studies and articles from agencies and councils across Australia show how secure digitisation improves access to information, supports compliance and delivers consistent results at scale.

Byron Shire Council and Fujifilm DMS partnership graphic with open-water swimmer representing community and progress.

Preserving council planning records through microfilm digitisation

Read Case Study
Electoral Commission South Australia and Fujifilm DMS branding over warehouse of securely stored cartons.

Delivering a Legislative Council counting solution for the 2018 South Australian State Election

Read Case Study
Western Australia digitisation capabilities and specialists with Fujifilm DMS

Western Australia digitisation procurement guide

Read Case Study
digitisation

Government records digitisation and compliance in Australia

Read Case Study
Digitising planning & development records

Digitising planning and development records for a metropolitan council

Read Case Study

Digitising claims records for an insurance organisation

Read Case Study

Trusted Delivery Partner

Organisations trust Fujifilm DMS with high volume communications and records. Our operations are certified to ISO 27001:2022 and ISO 9001:2015 with Australian data residency and audited processes end to end.

Security & compliance focused

We apply certified controls across intake, processing and delivery. Role based access, approvals and audit logs help teams maintain oversight while encrypted SFTP packages and a clear chain of custody protect sensitive information throughout the process.

Proven delivery at scale

Programs run with structured QA and sampling so quality can be verified. Reconciled reporting covers delivery, lodgement and cost and service reviews are managed by named contacts with a clear escalation path to keep operations on track.

Australian data sovereignty

Hosting and operations are available in Australia to support local requirements. Number management and program coordination for messaging are handled locally with support from our Torrensville team when you need fast assistance.

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Accreditations

Partnerships

Document digitisation services platform for secure paper conversion
Industries We Serve

Our industry expertise and solutions

Fujifilm DMS can support any industry that needs to communicate frequently with customers across multiple channels, physical or digital. Whether you’re sending or receiving information or engaging with customers online, we’re here to help.