One of the most important steps in developing a digital documentation program is the establishment of protocols or guidelines for how the documentation system will operate within the confines of the conservation lab or a special project. If a database is to function as intended, it is essential that all those entering information do so in a uniform fashion. Therefore, explicit instructions must be developed to ensure everyone knows exactly what information should be included. The use of drop down menus and check boxes can help keep information organized and make searching easier. While it may not be possible for all members of a lab to enter all their treatment information into a database, it would be advantageous to enter at least basic information for every item treated in the lab, especially information used in compiling statistics.

Protocols for digital imaging can mirror those often already in place for traditional photography. If the conditions under which each image is taken can be regulated, the resulting images should have a more consistent color balance and color corrections will be more straightforward. Image capture protocols can also be helpful when attaching metadata to the resulting image files, including information such as f-stop and light levels. An overall numbering system for both database entries and corresponding images will facilitate the organization and retrieval of information. Many labs already use a numbering system to track objects that come into the lab. If the existing numbering system can be utilized in the new digital treatment documentation format, labs will be able to integrate reports and images created prior to the digital system more easily.