Decide what the digital record must preserve
Moving away from paper is a records project as much as a software change. List the current files, their owners, the information staff need daily and the material that belongs in a controlled archive. Do not destroy originals simply because a scan exists.
Check a small batch first
- Use a clear file name and the correct participant record.
- Check every page is present, readable and in order.
- Confirm dates, authors and document purpose remain understandable.
- Test access with the staff roles that need the file.
- Record what has been checked and what still needs attention.
Keep the source and the digital copy linked through a simple inventory. A folder full of PDFs with no participant or date reference can be harder to use than the paper it replaced.
Choose a clear handover date
Agree where staff will create new notes and store incoming documents. Explain what happens to work already in progress. Keep older information accessible under the relevant retention and access rules while the new process settles.
Test retrieval and exit
Ask a staff member who did not perform the scan to find a particular document. Then check the export or archive process. A successful upload alone does not establish that the record will remain usable.
Use the software handover checklist, review CordoCare’s data controls or discuss your records workflow. Confirm retention obligations for your own practice before disposal.