Case study:

Secure Document Scanning and Archive Digitisation for a National Adoption Authority

Kefron’s secure document scanning services helped the Adoption Authority of Ireland (AAI) digitise and index historical adoption case files dating from the early 1950s to 2010. Delivered on-site in Dublin after a 2021 public tender, the project turned a fragile paper archive into a fully searchable digital archive that supports compliance with the Birth Information and Tracing Act 2022.

Product:

Scanning & Capture

Industry:

Government / Public Sector

Region:

Ireland

Requirement:

Birth Information and Tracing Act 2022

Volume Delivered:

Adoption files from the 1950s to 2010

Objective

Secure, searchable digital archive of adoption records

Read Time: 5 minutes

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Adoption files from the 1950s to 2010 digitised

Delivered on scope, on time and on budget

Fully searchable records in the AAI’s EDRMS

CASE STUDIES:

What the Adoption Authority of Ireland Says About Kefron

The AAI’s experience shows how secure document scanning can protect irreplaceable records while giving authorised staff secure, searchable access to them.

Kefron provided excellent service to the Adoption Authority of Ireland. The Adoption Authority is custodian of a large, unique and very significant body of historical files and Kefron have greatly assisted the Authority to conserve this irreplaceable material.

Kate O'Hara

Head of Compliance, Adoption Authority of Ireland

THE CHALLENGE:

Digitising Historical Adoption Records and Archives Under New Legislation

The Adoption Authority of Ireland was established on 1 November 2010 under the Adoption Act 2010. It is an independent, quasi-judicial body under the aegis of the Department of Children, Disability and Equality, and the central authority for intercountry adoption in Ireland under the Hague Convention.

Two things drove the need to digitise: the AAI’s move to a digital way of working, and the enactment of the Birth Information and Tracing Act 2022. Historical adoption and care arrangement records had to be digitised and indexed to a strict taxonomy. This created several challenges:

Irreplaceable source material: the records needed maximum protection and permanent preservation.
Mixed physical formats: files varied in size, binding and output requirements.
Strict indexing: every record had to be indexed to an agreed taxonomy so it could be found and used.
Governance and confidentiality: the sensitivity of the records demanded a clear chain of custody, traceability and a full audit trail.

The AAI needed a document scanning partner that could handle archive scanning at scale without putting irreplaceable files at risk, and sought one through the Office of Government Procurement.

Historical paper adoption records awaiting archive scanning

Archive scanning and document indexing of bound adoption records

THE SOLUTION:

Secure, On-Site Document Scanning with Record-Level Tracking

Following a successful public tender in 2021, Kefron was contracted to provide document scanning services for the AAI’s adoption case files, transcribing their metadata into a searchable electronic database. The files included intercountry and domestic registrations and adoption files dating from the early 1950s to 2010, plus additional tranches transferred to the AAI from third parties.

The solution included:

Onsite document scanning in Dublin: experienced capture and transcription technicians worked at the AAI’s main office, so records never left a controlled environment.
Specialist archive scanning hardware: Kefron’s own high-volume and overhead scanners and software handled bound, fragile and irregular-format records.
Expert document indexing: records were catalogued using handwritten data fields, including Irish placenames, then paginated, refiled and classified to archival standards.
Record-level tracking: a central database tracked activity on every record for traceability, chain of custody and a full audit trail.
Tested delivery: scans met an approved baseline standard and were end-to-end tested into the AAI’s Electronic Document Management System.
Collaborative steering: a joint steering approach, tight quality assurance and tested methodologies kept the project on track.

THE RESULTS:

A Complete, Searchable Digital Archive of Adoption Records

The managed service ran for the full contract period, with extensions, and delivered an accurate digital output of the records to the AAI on scope, on budget and on time. The AAI now has:

A comprehensive, fully searchable digital archive within its day-to-day electronic document and records management system (EDRMS)
Full, secure online access to all in-scope adoption records
Confidence in its compliance with the Birth Information and Tracing Act 2022
A reliable central source of information for all users and stakeholders
Every exception recorded and followed through at record level
Records handled with enhanced care from day one, reflecting their value to the State

Digitised adoption records in an electronic document management system

Not particular to this project but an aspect of the service that shone was the manner in which Team Operatives adapted to the requirements and dedicated themselves to, in the case of digitisation, ensuring best possible representation of the original hardcopy and in the case of data capture and transcription applying collective skillsets to ensure accuracy and learnings as the project progressed.

Stephen Mackey

Kefron’s IM consultant

Why Secure Document Scanning Matters for the Public Sector

The Adoption Authority of Ireland’s experience shows how public sector document scanning can protect irreplaceable records and help meet legislative requirements. It matters if you need to:

Preserve irreplaceable historical records

Meet legislative access and tracing requirements

Keep a full audit trail and chain of custody

Turn paper archives into searchable digital records

Talk to Kefron About Secure Document Scanning Services

From archive scanning and document digitisation to indexing and delivery into your document management system, we help public bodies and businesses turn sensitive paper records into secure, searchable digital files, with full traceability from start to finish.

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Frequently asked questions:

What is a document scanning service?

A document scanning service converts paper records into digital files. It usually covers preparing documents, scanning them, checking quality, indexing each file so it can be found, and delivering the output into a document management system, with secure handling throughout.

How do you digitise paper documents?

Paper documents are prepared (staples removed, pages ordered), scanned to an agreed image standard, quality-checked, then indexed with metadata such as names, dates or reference numbers. The finished files are loaded into a searchable system so staff can retrieve them online.

What is secure document scanning?

Secure document scanning is the digitisation of confidential paper records under controlled conditions: vetted staff, a tracked chain of custody, a full audit trail and quality checks at every stage. It is used for sensitive records such as adoption, medical, legal and HR files.

Why should historic documents be digitised?

Digitising historic documents protects irreplaceable originals from handling, damage and loss, while making their contents searchable. Staff can find a record in seconds instead of searching physical archives, and the originals can be stored under preservation conditions.

How does archive scanning work for bound or fragile records?

Bound volumes and fragile pages are captured on overhead scanners, which photograph each page from above without pressing or flattening the original. This avoids damage to spines and paper while producing an accurate digital image of every page.

What is onsite document scanning?

Onsite document scanning means the scanning team and equipment work at the client’s premises, so records never leave the building. It suits highly confidential or irreplaceable collections where moving files off-site would add risk.

How does document indexing make scanned records searchable?

Each scanned record is tagged with metadata, such as names, dates, places or case numbers, to an agreed taxonomy. That metadata is what staff search on, so accurate indexing, including transcription of handwritten fields, decides how usable the digital archive is.

How is chain of custody maintained during document digitisation?

Every record is logged and tracked through each stage of the process, from collection and preparation to scanning, indexing and return. A central database records who handled it and when, giving a full audit trail and making sure exceptions are followed up.

What file format is best for scanning archive documents?

Archive scans are usually saved as PDF/A or TIFF, because both are widely supported formats suited to long-term preservation. The right choice depends on the target document management system and any records management standards that apply.

Is document scanning suitable for public sector organisations?

Yes. Public sector document scanning lets organisations digitise large or sensitive archives without hiring and training an in-house team, while meeting procurement, data protection and records governance requirements. Projects are often awarded through public tender.

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