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1Scan for outdated or missing drivers - takes under a minute2Repair Windows errors before they cause bigger problems3Fix the driver behind crashes, sound loss and screen glitchesIf a scanned civil registration document fails an integrity check, preserve the failed file and its check details, confirm that the expected checksum belongs to that exact file version, then investigate before restoring or rescanning. A checksum mismatch signals that the file differs from its recorded baseline; it does not reveal why, prove tampering, or show whether the page was captured properly.
What an integrity check does—and does not—tell you
A checksum is a fingerprint calculated from a file’s contents. Comparing a current checksum with one recorded earlier can reveal that the file has changed since that baseline. The National Archives (UK) recommends investigating a mismatch rather than treating it as a diagnosis: corruption, accidental changes, processing, or other events may explain the difference. Its preservation workflow also describes checking checksums against the original.
A checksum is not a test of whether the scan is readable, complete, authentic, or legally valid. Changing only the filename does not change the checksum, while two scans of the same paper page may have different checksums because their file metadata differs. The National Archives explains these distinctions in its digitisation guidance.
Keep two questions separate: Has this file changed since its recorded baseline? and Is the image a complete, legible capture of the source? A file can pass fixity and still be a poor scan; a file can fail fixity even if it appears visually unchanged.
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What to do, in order
- Preserve the failed file and the evidence. Do not overwrite the only failed copy while attempting repairs. Retain its filename and location, the check result, the expected checksum and algorithm if known, and relevant scan or transfer context. Follow the repository’s preservation policy for storing these materials.
- Confirm what was checked. Verify that the recorded checksum belongs to this precise file and version, then repeat the comparison with the same algorithm. The National Archives says its own workflow currently uses SHA-256; that is an example of its practice, not a universal requirement. Its select-and-transfer workflow explains checksum generation and checking.
- Investigate the mismatch before replacing anything. Review available scan, transfer, storage, and processing logs. Check whether a legitimate edit, migration, copy, or change to the manifest could account for the difference. A mismatch alone cannot distinguish among these explanations. The National Archives recommends recording content actions and investigating checksum changes.
- Compare independent copies against their own baselines. Check each available copy using its associated fixity information. Archives New Zealand advises maintaining fixity information for each record and each copy; a backup that merely opens is not thereby verified. See its digital storage and preservation guidance.
- Restore only from a verified copy. If the investigation supports corruption or unintended change and an independent copy matches a trustworthy recorded checksum, follow the custodian’s procedure to create a replacement. Document the decision and replacement relationship, and retain the failed version where policy requires. Archives New Zealand recommends using another copy to replace corrupted or lost data.
- Inspect the image separately and arrange a controlled rescan if needed. Look for missing edges or pages, illegibility, incorrect orientation, or other capture defects. If the paper or other source remains available, ask the custodian whether a rescan is possible. The National Archives advises viewing images immediately after scanning and rescanning when needed; retain relevant scan and custody metadata.
- Log the outcome and continue monitoring. Record the check date and result, action taken, responsible role, and any new checksum or replacement relationship. The National Archives recommends regular checks and logs; its workflow advises reviewing storage every 3–5 years and maintaining multiple copies using different storage technologies where feasible. Archives New Zealand’s guide on digitized sources recommends checking checksums at least annually. Those intervals come from different organizations and contexts, so apply the schedule required by your own policy and risk assessment. See Archives New Zealand’s guidance on source information after digitisation.
Choose the recovery route that fits the failure
| Route | Use it when | Safeguard |
|---|---|---|
| Restore from a verified copy | The file changed or was corrupted, and an independent copy matches a trustworthy recorded checksum. | Preserve the failed version and document the replacement decision and new checksum. |
| Rescan from the source | Visual inspection finds capture defects and the paper or other source is accessible. | Use a controlled process, inspect the new image, and retain scan and custody metadata. |
| Escalate for an official replacement | No reliable copy or source scan resolves the issue, or an official or certified record is required. | Contact the relevant civil registration office or records custodian for the correct jurisdiction. |
For a certified replacement, legal admissibility, retention, or disposition question, the issuing jurisdiction matters. U.S. National Archives and Records Administration guidance concerns U.S. federal records, while UK, New Zealand, and Australian archival guidance is not automatically binding on another country’s civil registration authority. The NARA pages on non-compliant permanent digitized records, federal records digitization, and GRS 4.5 digitization describe U.S. federal contexts, not a global replacement process. Identify the country and issuing office, then follow that authority’s current instructions.
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For ongoing custody, maintain records of checks and content actions, keep multiple copies where feasible, and ensure each copy has its own fixity information. The National Archives’ workflow introduction lists checksum tools including DROID, AVP Fixity Pro, Checksum by Corz, and Jacksum. Tool availability and features can change; use a tool accepted by your organization and retain enough information to reproduce the check.
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