Why a standard for faithful digitization?
The standard NF Z42-026 specifies requirements for producing accurate copies of paper documents through digitization. Furthermore, compliance with the specifications and recommendations in this document may serve as a prerequisite for considering the destruction of such digitized paper documents, subject to compliance with the regulatory framework. After five years of use, the NF Z 42-026 standard has been revised and a new version has been released.
What is true-to-life digitization?
This process involves creating a digital copy from an original document under conditions that ensure the reproduction is visually equivalent, to the human eye, to the form and content of the original document. This results in:
- specify different levels of digitization services
- define requirements and make recommendations for the processes and procedures applicable to digitization operations
- define the information associated with the digital copy, including details used to identify it, its creation date, the context of its digitization, etc.
- define the quality requirements for the digitization process, including testing on documents similar to those being reproduced
- specify the qualitative and quantitative quality control procedures to be followed during the digitization process, in order to be able to demonstrate that the digital copy was produced under conditions necessary to ensure the fidelity of the digital copy—that is, the exact reproduction of the original’s form and content.
Why was it necessary to revise the standard?
All standards are reviewed regularly, approximately every five years, to reflect changes in the markets for which they provide a framework. In this case, the standard NF Z42-026 The 2017 version did not take into account certain current issues and best practices. Dated March 2023, the new version of the standard—while maintaining the same level of quality—is designed to be flexible, thereby allowing for greater latitude in the choices made. In addition to formal changes to the list of requirements, this five-year revision aimed to:
- minimize the risk of misinterpretation , for example, by clarifying the terminology and specifying the color requirements—which are essential if the original document is in color
- make the standard easier to understand by removing the various use cases and restructuring the chapters
- make the standard more practical by strengthening the role of the digitization agreement and eliminating the distinction between flow and stock
- make it mandatory to issuance of certificates digitization.
Who is the NF Z42-026 standard intended for?
The standard NF Z42-026 is intended for:
- to digitization service providers (OP). These are digitization service providers that need to demonstrate their ability to produce accurate digital copies for their clients’ needs, with this ability being verified through certification.
- To clients (DO). These are public or private organizations that commission accurate digitization services in order to clearly identify the nature of the tasks to be performed.
- A any entity who wish to understand the current state of the art and the requirements for accurate digitization, either to undertake a voluntary compliance initiative or to begin a formal certification process.
Is the 2017 version of the standard still valid?
No, the 2023 version of the standard NF Z42-026 replaces the 2017 version. This new version specifies the requirements for the faithful digitization of paper-based documents. Consequently, an update to the certification standard NF 544 has been completed. The following types are still excluded from the NF Z42-026 standard:
- historical records (e.g., civil registry records or land survey records)
- medical X-rays
- microforms
- photographic and motion picture film
- magnetic tapes (audio and video recordings).
In what cases should standard NF Z42-026 be used in conjunction with other standards?
The standard NF Z42-026 is associated with standards NF Z40-350 (outsourced storage and management of physical documents), NF Z42-020 (components of a digital safe), and NF Z42-013 about electronic archiving (see our FAQ here).
The standard NF Z40-350 This provision regarding archiving and outsourced management of physical documents may be applied in cases where the original physical documents are stored and managed by an external provider for the purpose of creating a faithful digital copy.
The digitization service provider may use a component capable of ensuring the integrity of digital objects for the preservation of each object produced. In this case, the service provider may use, during the contractual retention period, for example, a digital vault component that can demonstrate compliance with the standard NF Z42-020 or an electronic archiving system that can demonstrate compliance with the standard NF Z42-013 .
What is the connection between standards and certification?
The standard NF Z42-026 is intended for both organizations undertaking a digitization process on their own behalf and digitization service providers working on behalf of their clients, to ensure they are aware of the requirements. Obtaining certification is a voluntary process that digitization service providers have every reason to pursue.
What certification should you seek for accurate digitization?
There is only one certification for accurate digitization services. It is the NF 544 . The NF Service certification, through its standard titled “Accurate Digitization Services for Paper-Based Documents,” is based on the entire standard NF Z42-026 as well as the additional requirements specified in the aforementioned standard. AFNOR Certification is one of the certification bodies that issue this certification; you can apply for a audit here .
How can you tell if a company’s high-fidelity scanning services are NF 544 certified?
You can view the page dedicated to NF 544 certification on the marque-nf.com website at any time to access the directory of NF 544-certified faithful digitization services, as well as their electronic certificates.
Are there any changes to the validity period of the certification and the frequency of compliance audits?
No, the update to the standard NF Z42-026 does not result in any changes: NF 544 certificates are valid for three years, and audits are conducted annually.
What are the requirements for certification?
To obtain certification, the digitization service provider must be able to demonstrate, at a minimum, that it has a formal digitization agreement with a client and that it has been operating a digitization workflow for at least three months for that client.
If I am already certified, do I need to retake the certification exam?
Holders of an NF 544 certificate do not need to recertify. However, they should update to the latest version of the NF 544 standard must be done.
What are the requirements for certifying a faithful digitization service?
The NF 544 certification is based on the following audit procedures:
- a feasibility study based on Part 8 of the guidelines
- a tour of all sites related to the high-fidelity digitization service, including an inspection of an ongoing project
- interviews with the staff involved
- a literature review.
Does an in-house scanning service need to be certified to claim that it produces accurate copies?
It is always possible to declare compliance with a standard. However, only certification guarantees that an external body has verified the operator’s ability to provide an accurate digitization service, and that body assumes responsibility for this.
Can we require a specific file format for scanning?
The specifications for the faithful digitization process do not require specific file formats for the digitized output.
Which international standard has served as the generic model for electronic archiving for the past twenty years?
Since September 2005, the International Organization for Standardization (ISO) has approved the PDF/A standard for electronic archiving and the long-term preservation of documents. However, other file formats may be specified in the digitization agreement.
What is the NF Z42 013 standard?
This voluntary standard pertains to electronic archiving.
Feel free to visit our page dedicated to the NF Z42-013 standard.
