In 2025, more than 65% of Australian organisations are boosting their technology investment, with digital transformation now rising to the top of the strategic agenda for over half of all CEOs. Hybrid work, regulatory demands, and operational pressure have moved digitisation from a side project into a serious priority.

The reason? Digitisation and Scanning solve problems many businesses are tired of dealing with. Delays caused by missing files, bottlenecks in approval processes, and the constant shuffle between paper and digital systems have all worn thin. While not everything needs to be scanned or transformed, many organisations are seeing the benefit of making at least part of their records easier to access and manage.

Digitisation involves converting physical records into secure, searchable digital formats. That opens the door to better workflows, stronger compliance, and faster decision-making.

This blog looks at the questions many Australian organisations are asking this year. If you’re weighing up the shift or already in the thick of it, you’re not alone and the answers might be simpler than you expect.

Are we ready?

Such a preliminary, yet fundamental question. Before you even begin your journey with digitising your records, you need to understand what problem you are trying to solve or the specific outcome your organisation requires. It’s important to note that there isn’t a single key indicator that you are ready to digitise. Readiness depends on your records, workflows, and business context. You’re likely ready to digitise if:

  • Staff are frequently accessing the same files from multiple locations or departments
  • You’re experiencing delays due to paper-based processes or physical retrieval
  • Your retention obligations are not clearly mapped to what’s stored
  • You’re unsure what’s still needed and what’s eligible for destruction

In other words, digitisation becomes valuable when you’re spending more time and money managing paper than benefiting from it. It doesn’t have to start large. Many organisations begin with high-use documents like HR files, contracts, or active financial records.

The State Records NSW guide to digitisation outlines practical triggers for considering digital conversion and is a great benchmark for determining operational readiness.

What happens to the paper?

Like other approaches to managing sensitive records, there are clear rules for when you can dispose of originals after scanning. For many business records, digital versions can serve as the official copy if scanned properly. For example, the Australian Taxation Office (ATO) accepts digital-only formats for tax records if they are accurate and complete. ASIC also recognises electronic financial records under certain conditions.

However, some documents require ongoing physical retention, particularly those tied to legal proceedings, property, or archival value. The Public Record Office Victoria (PROV) and State Records NSW provide specific guidance for state-regulated bodies.

A thorough records classification and retention policy should inform what gets digitised, stored, or securely destroyed. If this something you may need help with, ZircoDATA offers support across all three.

Do we still need storage?

Yes. Physical storage remains a core part of responsible records management. Digitisation helps with access, not necessarily replacement.

A best-practice approach often involves secure document storage for inactive or sensitive materials and digitisation for files that are accessed frequently or integrated into workflows. Maintaining physical records may also be necessary for governance and legal defensibility, especially for contracts, deeds, or client-signed forms. In the end, the approach you choose should be tailored to suit both your needs and internal/external requirements.

Combining digital and physical approaches helps businesses remain flexible, compliant, and audit-ready.

Is it worth the investment?

The value of digitisation shows up in moments: retrieving a contract in seconds instead of hours, responding to a request without digging through boxes, preventing the need to recreate a lost form.

According to a PwC-supported article on paperless transformation, professionals spend up to 20 percent of their time searching for information. Multiply that by headcount and time lost compounds quickly.

While upfront scanning costs vary, especially by volume and record type, digitisation can offer rapid return through time saved, improved compliance, and workflow efficiency. ZircoDATA’s digitisation solutions are built to scale with you.

Is it compliant?

Digitised records can meet legal and regulatory requirements if quality, integrity, and process are maintained by your service provider. This includes:

  • High-resolution, full-page capture
  • Secure, indexed digital storage
  • Clear documentation of digitisation procedures

When researching the best provider for your digitisation needs, checking their certifications and compliancy adherence should be at the top of the to do list. Unfortunately, sometimes this step is neglected and treated as an afterthought. If you only take one thing away from this blog, please let it be that compliance and digital transformation should never be separated. Digitised records are only as valuable as your ability to actually use them, so always keep compliance at the top of your decision making. That is why ZircoDATA aligns digitisation with ISO 16175, the international standard for digital recordkeeping.

What about privacy?

Scanned records must comply with the Privacy Act 1988 and the Australian Privacy Principles (APPs). APP 11, in particular, requires organisations to take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access.

Digitisation done securely means:

  • Chain-of-custody controls during transport and scanning
  • Encryption of files during storage and transfer
  • Access controls and audit logs

ZircoDATA follows strict information governance protocols as well as maintaining full control across all records management solutions, ensuring your data is kept private, end-to-end.

So what can I digitise?

The better question is what can’t you digitise? The resources and tools available today have taken digitisation and scanning capabilities far beyond just office paper. If a physical record holds sensitive, high-value, or frequently accessed information, the right digitisation provider can likely handle it securely.

This includes:

  • Personnel and payroll records
  • Legal documents and case files
  • Medical records and imaging
  • Financial statements and invoices
  • Maps, plans, microfilm, and x-rays

We had to end the list there or you would probably be stuck reading indefinitely, but those are just a few examples of records ZircoDATA has digitised. For us, it’s not just about storage. It’s about enabling smarter access and stronger protection across all records.

Where do we start?

Most digitisation strategies begin with high-use or time-sensitive records. Some organisations begin with HR files, others with finance or contract records. Inbox scanning and digital mailroom services are also a common first step.

There’s no wrong place to begin. What matters is a clear plan, guided by retention schedules, user needs, and business priorities.

ZircoDATA can help identify where digitisation will create the most impact and how to deliver it alongside your existing records practices.

Explore our Digitisation Services or connect with our team of experts for a free consultation.