If a scanned civil registration document fails an integrity check, preserve the file and the check results, then investigate before replacing anything. A checksum mismatch shows that a file differs from its recorded baseline; it does not explain why, prove tampering, or tell you whether the page was captured clearly. Check file fixity and image quality separately, and involve the relevant records custodian before seeking an official replacement.
What an integrity-check failure does—and does not—mean
A checksum is a fingerprint calculated from a file’s contents. If the file’s current checksum differs from a previously recorded checksum, the file has changed since that baseline. The mismatch is a reason to investigate, not a diagnosis: corruption, an accidental edit, processing, migration, a transfer issue, or a mismatch between the file and its manifest may explain it. The National Archives (UK) recommends investigating a changed checksum and keeping records of actions affecting content (Digital Preservation Workflows: 3. Preserve).
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- Changing a filename alone does not change the file’s checksum.
- Two scans of the same paper page can have different checksums, including because their image metadata differs. A checksum does not establish that two files are equivalent representations of the same record.
- A matching checksum only indicates that the file matches the version represented by that recorded checksum. It does not establish that the original scan was complete, legible, authentic, or legally authoritative.
The National Archives (UK) explains these limits in its digitisation guidance. Treat fixity—the stability of the file’s bitstream—and capture quality—the completeness and readability of the image—as separate checks.
What to do first: preserve the failed file and its evidence
Do not overwrite the only failed copy while attempting repairs. Keep the file in its current state and preserve enough context to understand the result. Follow your repository’s own preservation and incident procedures where they exist.
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- Record the filename and location, the date and result of the check, the expected and calculated checksums, and the algorithm used, if known.
- Retain relevant scan, transfer, storage, and processing information, including logs or manifests that identify the expected file version.
- Restrict changes to the suspect file while the custodian investigates; do not “fix” it by editing, re-saving, or replacing it without documenting the action.
This cautious approach supports an audit trail and chain of custody. The National Archives (UK) emphasizes recording content actions and maintaining custody information in its digitisation guidance and preservation workflow.
Confirm the check and investigate the mismatch
Make sure the expected checksum belongs to this version
Confirm that the recorded checksum is for the file and version you are checking, and recalculate using the same algorithm. If the algorithm or baseline is unknown, identify that uncertainty before drawing conclusions. The National Archives (UK) describes generating and checking checksums against an original; it currently uses SHA-256 in its own workflow. That is an example of its practice, not a universal requirement. Its workflow also lists tools such as DROID, AVP Fixity Pro, Checksum by Corz, and Jacksum; check the official guidance for current tool information rather than assuming features or availability.
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Look for a documented, legitimate change
Review scan and transfer history, processing records, storage events, migration notes, and any manifest used for the check. Determine whether a legitimate action changed the file, whether the wrong baseline was applied, or whether the change remains unexplained. A checksum mismatch alone cannot distinguish among those possibilities.
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Choose the recovery route that fits the problem
Decide what failed before choosing a remedy. File change, poor capture, and the need for an official replacement are different problems and call for different safeguards.
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| Route | Use it when | Key safeguard |
|---|---|---|
| Restore from a verified copy | Investigation indicates corruption or unintended change, and an independent copy matches a trustworthy recorded checksum. | Preserve the failed version and document the replacement decision, source copy, and new checksum. |
| Rescan from the source | Visual inspection finds a capture defect and the paper or other original source is still accessible. | Use a controlled process, inspect the resulting image, and retain scan and custody metadata. |
| Ask for an official replacement | No reliable copy or accessible source resolves the issue, or a certified or official record is required. | Contact the civil registration office or records custodian for the relevant jurisdiction; do not assume another country’s procedure applies. |
Restore only from a copy with trustworthy fixity information
Check candidate copies against their own recorded fixity information. Archives New Zealand advises keeping fixity information for each record and each copy, and using another copy to make a replacement after corruption or loss is found (Best practice guidance on digital storage and preservation). A backup that opens is not necessarily a verified backup. If a copy matches a trustworthy baseline and the evidence supports recovery, follow the custodian’s replacement procedure and record the relationship between the failed file and its replacement.
Rescan only when the image itself needs correction
Open and inspect the scan for a missing page area, illegible text, incorrect orientation, or another capture defect. The National Archives (UK) recommends viewing images immediately after scanning and rescanning if needed; its guidance also stresses legibility, oversight, metadata, and chain of custody (Digitisation). If the source remains available, ask the custodian to arrange a controlled rescan and retain the scanning information. A rescan creates a new digital file, so record its relationship to the earlier scan rather than treating the new checksum as proof that the old file was unchanged.
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For a certified replacement, legal admissibility, restrictions on access, or rules about retaining or disposing of the source, first identify the country and issuing office. Contact that authority or the responsible records custodian for its current procedure. The National Archives and Records Administration resources concern U.S. federal records and do not establish a universal process for civil registration documents in other jurisdictions (FAQ about Non-Compliant Permanent Digitized Records; Digitization of Federal Records; Frequently Asked Questions about GRS 4.5, Digitizing Records).
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Record the check date and result, the person or role responsible, the investigation, the action taken, and any new checksum or replacement relationship. The National Archives (UK) recommends regular integrity checks, records of when checks occur, action logs, and reviewing storage every 3–5 years in its workflow. Archives New Zealand’s digitized-source guidance recommends checking checksums at least annually (Destruction of source information after digitisation). These are guidance intervals from different organizations and contexts, not a single rule for every custodian; use the applicable policy and assess the risk to the records. The National Archives (UK) also recommends multiple copies and, where feasible, different storage technologies (Digital Preservation Workflows: 3. Preserve).
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