Why a standard for faithful digitization?
Standard NF Z42-026 specifies the requirements for producing faithful copies of paper documents by digitization. In addition, compliance with the specifications and recommendations of this document could be a prerequisite for the destruction of paper documents digitized in this way, subject to compliance with the regulatory framework. After five years in use, the NF Z 42-026 standard has been revised.
What is faithful digitization?
This is the process of making a digital copy from an original document under conditions that produce a reproduction visually equivalent, to the human eye, to the form and content of the original document. This leads to :
- specify differentiated levels of digitization services
- define requirements and issue recommendations for processes and procedures applicable to digitization operations
- define the information linked to the digital copy, in particular for identification purposes, date of creation, digitization context, etc.
- définir les exigences de qualité du procédé de numérisation, dont les tests sur des documents similaires à ceux reproduits
- specify qualitative and quantitative control operations during the digitization process, in order to be able to demonstrate that the digital copy has been made under conditions necessary to ensure the fidelity of the digital copy, i.e. the identical reproduction of the form and content of the original.
Why was it necessary to revise the standard?
All standards are revised regularly, approximately every five years, to take account of changes in the markets for which they provide a framework. In this case, the 2017 standard NF Z42-026 did not take into account certain current issues and rules of the art. Dated March 2023, the new version of the standard, while retaining the same level of quality, is intended to be open, giving greater latitude in the choices made. In addition to the formal changes to the list of requirements, the objectives of this five-year review were to :
- limit the risk of interpretation, for example by clarifying vocabulary and reiterating color requirements if the original document is in color
- make the standard more comprehensible by eliminating multiple use cases and restructuring the chapters
- make the standard more operational by strengthening the role of the digitization convention and removing the differentiation between flow and stock
- makeit compulsory to provide certificates of digitization.
Who is NF Z42-026 intended for?
La norme NF Z42-026 s’adresse :
- digitization operators (DOs). These are digitization service providers who need to demonstrate their ability to produce accurate digitization copies for their customers’ needs, as evidenced by certification.
- To principals. These are public or private organizations commissioning faithful digitization services, in order to clearly identify the nature of the operations to be carried out.
- Any entity wishing to learn more about the state of the art and the requirements for faithful digitization, in order to either voluntarily achieve compliance or enter into a genuine certification process.
Is the 2017 version of the standard still valid?
No, the 2023 version of standard NF Z42-026 replaces the 2017 version. This new version specifies the requirements for the faithful digitization of paper documents. En conséquence, une mise à jour du référentiel de certification NF 544 a été réalisée. The following typologies are still excluded from NF Z42-026:
- heritage documents (e.g. vital records or land registers)
- medical radiographs
- microforms
- photographic and cinematographic films
- magnetic tapes (sound and videograms).
When should NF Z42-026 be used in combination with other standards?
Standard NF Z42-026 is associated with standards NF Z40-350 (outsourced storage and management of documents on physical media), NF Z42-020 (digital safe components) and NF Z42-013 on electronic archiving (see our FAQ here).
The standard NF Z40-350 on outsourced archiving and management services for documents on physical media can be used in cases where the original documents on physical media are stored and managed on an outsourced basis, with a view to obtaining a faithful digital copy.
The digitization operator can use a component that guarantees the integrity of digital objects for the conservation of each object produced. In this case, the PO may use, during the contractual retention period, for example, a digital safe component that can demonstrate compliance with standard NF Z42-020 or an electronic archiving system that can demonstrate compliance with standard NF Z42-013 .
What’s the link between standards and certification?
The NF Z42026 standard is aimed both at organizations implementing a digitization process on their own behalf, and at digitization service providers working on behalf of their customers, so that they are aware of the requirements. Certification is a voluntary process that the digitization operator has every interest in asserting.
What kind of certification is required for faithful digitization?
There is only one certification for faithful digitization services. This is NF 544 . La marque NF Service, à travers son référentiel « Prestations de numérisation fidèle de documents sur support papier », s’appuie sur l’ensemble de la norme NF Z42-026 ainsi que des exigences complémentaires mentionnées dans ledit référentiel. AFNOR Certification is one of the certification bodies issuing this certification; you can request an audit here .
How do I know if a company’s faithful digitization services are NF 544 certified?
The dedicated page for NF 544 certification on the marque-nf.com website can be consulted at any time to access the directory of NF 544-certified digitization services and their electronic certificates.
Are there any changes to the period of validity of certification and the frequency of compliance audits?
No, the update of standard NF Z42-026 does not entail any change: NF 544 certificates are valid for three years, and audits are annual.
What are the prerequisites for certification?
To qualify for certification, the digitization operator must be able to demonstrate, as a minimum, a contractual digitization agreement with a customer, and a digitization workflow that has been in production for at least three months for a customer.
If I’m already certified, do I have to take another certification course?
It is not necessary for NF 544 certificate holders to re-certify. However, an update to the latest version of the NF 544 standard is required.
What are the certification procedures for a faithful digitization service?
NF 544 certification is based on the following audit procedures:
- an admissibility study based on part 8 of the reference framework
- a visit to all sites linked to the faithful digitization service, with verification of a production in progress
- interviews with the staff involved
- a literature review.
Does an in-house digitization service need to be certified to produce faithful copies?
It is always possible to declare compliance with a standard. However, certification is the only guarantee that the operator’s ability to provide a faithful digitization service has been confirmed by an external body, which then assumes responsibility.
Is it possible to impose a file format for digitization?
Faithful scan process specifications do not impose specific file formats for scan output.
What international benchmark has served as the generic model for electronic archiving for the past twenty years?
In September 2005, the International Organization for Standardization (ISO) approved the PDF/A standard for electronic archiving and long-term preservation of documents. However, it is possible to define other file formats in the scanning convention.
What is the nf z42 013 standard?
This voluntary standard concerns electronic archiving.
