Scanning and Tossing. Requirements for Scanning and the Destruction of Paper Based Records

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "Scanning and Tossing. Requirements for Scanning and the Destruction of Paper Based Records"

Transcription

1 Scanning and Tossing Requirements for Scanning and the Destruction of Paper Based Records

2 Overview I want to go paperless! Can I scan and toss? What are the rules and requirements about imaging? What are the rules and requirements about getting rid of the paper?

3 Going paperless Does NOT mean simply tossing the paper based copies after scanning If you are still creating paper based records as part of your business process, you are not going paperless

4 How do I go paperless? Going paperless is developing completely electronic processes from start to finish No paper copy is generated, no hard copy signatures required for authority or execution. The transactions and execution of business is all done in a digital format (For example: using e-forms, electronic web-based applications, databases, electronic approvals/signatures)

5 Do some planning when you do go paperless You can absolutely do business completely electronically (born digital) as long as you follow retention and disposition requirements And Meet any other requirements (legal, audit, access, other regulatory) as necessary for your agency business It s a good idea to document the decisions and implementation of going paperless

6 Digitization vs born digital Imaging or scanning is converting a paper based document, photograph or even film to a digital picture or image Scanning and tossing is imaging and then wanting to destroy or get rid of the paper based records The resulting image is then your substitute public record

7 What is Born Digital? #1 Board minutes are drafted using Microsoft Word and then printed in hard copy Chair signs the printed hard copy minutes at the next meeting Transaction of public business occurs in paper so the signed paper minutes need to be retained, the unsigned word document is considered a draft

8 What is Born Digital? #2 Agendas are drafted using Microsoft Word Agendas are distributed to Committee members via with the Word attachment, nothing is printed Transaction of public business occurs electronically so the and attachments need to be retained

9 What is Born Digital? #3 A request to change a student s address is submitted in hard copy to the school. Information entered into database. Transaction of public business occurs in paper so the submitted hardcopy record need to be retained that form is the evidence and the authority to make the change requested

10 An example A local school board goes paperless Meeting arrangements, agendas, drafts of minutes, approval of minutes, resolutions are all drafted, circulated, accessed, approved and executed without printing out of any paper and no hard copy signatures required Official business is all conducted via , online, or use of a software applications specific to supporting boards and meetings All business captured and supported electronically Board passed resolution to do so

11 There is still a lot of paper! Requirements for Scanning

12 You can t just do it Conversion to an imaging system does not automatically authorize the destruction of the source documents for which images have been created. WAC

13 Preservation of Electronic Records And images are maintained in accordance to WAC Electronic records must be retained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention period. You must maintain that image for the entire minimum required retention period Be it for 10, 25, 60, or 100 years Technology and longevity have yet to meet!

14 Much ado about metadata Commonly described as data about the data Establishes and preserves the authenticity of an electronic record Is the evidence of the transaction it documents

15 Metadata and indexing WAC Imaging requires consistent indexing and metadata for identification, access and retrieval of public records Indexing is a way to attach metadata that facilitates access, retrieval and management of information

16 What you need to know first Paper-based source records must be eligible for destruction There must be an appropriate records series approved for agency use The records must be designated NON-ARCHIVAL

17 Archival Records are NOT to be destroyed! An agency may scan any archival record and then transfer the paper to the Archives for appraisal and selective retention AND arrange for transfer to the digital archives for preservation of the images

18 Scan and Toss Archival Board Meeting Minutes Board minutes are still approved and signed in hard copy After approval, scan in according to requirements call the Archives for an appraisal decision regarding the paper based records Package up all the related digital records along with images Prepare for transfer Transfer to the Digital Archives for archival preservation

19 Let the imaging begin The imaging process should be guided by requirements in WAC : Capture a complete and accurate image of each source document It is critical that an agency develop and document written standards and consistent processes for imaging so that everyone is doing it the same way

20 Vendors need to know WAC requirements apply to images produced by vendors, too! Make sure any vendor you are using knows they need to also abide by the same rules and requirements Make sure obligations to do so are included in contract negotiations, including legal custody

21 Just in case If the contract terminates, all imaged records and metadata must be returned to the agency in an accessible format Agencies should apply appropriate mitigation strategies to ensure they can fully recover records and metadata that have not met required retention periods

22 At the beginning - QC Quality Control needs to start at the beginning to ensure complete and accurate capture: Both sides are captured if double sided No lines, bent pages or bent corners Scanning all textual documents at 300 dpi ensures you are meeting minimums Comparisons (individual visual check of each document or batch checks?

23 More QC Specific quality control procedures may include, but are not limited to: Enhancements or other manipulations of the images (such as de-skew, de-speckle, etc.) which may be employed to improve the quality of the resultant image Routine use of scanning targets to verify configuration settings

24 Check and check again Periodic checks that the indexing/metadata is appropriate and accurate. You do not want to have to re-do thousands of images! IF a complete, accurate and legible capture of the source document s content cannot be obtained, the image should be labeled or tagged as best scan possible AND the original paper based record is to be kept for the length of the retention requirement

25 Format can matter Records with retention requirements less than 6 years can be imaged with an acceptable lossy or lossless format such as PDF, PDF/A, JPEG, or TIFF

26 Good candidates for scanning and tossing 6 years or less Any Non-Archival records series are eligible, here are some good candidates 6 years or under: Financial records general General administration/working files Maintenance/routine operations/food service Some student records** Some HR/Payroll files** **Some records are long term and have to be handled differently

27 Long term records Due to the rapid changes in technology both hardware and software, agencies must plan their processes to ensure long-term access and retrieval of images for the entire length of the retention requirement

28 Predicting the future Planning for future access requires making choices based on stability and longevity (hard to do with technology) Remember when? Cassette tapes 8 track tapes CD s

29 Long term records and imaging Records with retention requirements more than 6 years must be scanned using a lossless data compression format (e.g. TIFF Group 4, PNG, or GIF)

30 Insurance policy AND for certain long term records not a bad idea to consider MICROFILM (yes, microfilm) Microfilm is very stable (think hundreds of years) and technology independent

31 Images and film It is an economic and stable choice for long term preservation (think insurance policy) Microfilm can be generated easily from images In the event of a disaster, images can be written from film for restoration and access

32 Consider the future Any imaging project should be planned and future needs taken into consideration Look at the type of record Look at how long you need to access and retrieve images

33 More planning for the future Do a business process analysis and create conventions and file/directory structures to facilitate organization and access now and in the future

34 Possible candidates Long term records These records are also eligible for scanning and tossing as long as you plan and prepare for worse case scenarios: Official student records Personnel records (long term) Retirement verification records And consider microfilm security back-ups as disaster insurance for these records!

35 Access and Retrieval Agencies should develop appropriate business and recordkeeping metadata in order to identify, access and manage in the future Which agency/business unit Common identifiers (i.e. Minutes, resolutions, ordinances) Disposition Authority Number (DAN) Retention and disposition requirements

36 An ounce of prevention Establish security protocols Designate approved users Do regular system checks Perform check sums and error checking Develop disaster plans Generate regular backups which are securely stored at least 50 miles away offsite to enable access to and recovery of the images in the event of a disaster

37 More planning and prevention Incorporate record images into the records management system Ensure that images are authentic and accessible for their entire required retention period Plan for migration to future systems and formats, plan for obsolescence and failure

38 Disposition and Destruction Images are subject to the same rules for records management, public records requests or litigation holds Do not destroy images if open records request or litigation hold in place Make sure images are destroyed at the end of their required retention periods in accordance to approved records retention schedules (WAC )

39 Disposition is a verb Be proactive Practice defensible disposition! Document destruction of the paper based records after verifying image capture AND Document destruction of images once retention has been met

40 Available online Requirements for the Destruction of Non-Archival Paper Records After Imaging DestructionofPaperRecordsAfterImagingScanning.aspx

41 You are not alone Questions? Thank you! Washington State Archives Partners in preservation and accesss

Dealing With Electronic Records. Leslie Koziara Turner, CRM Electronic Records Management Consultant leslie.koziara@sos.wa.

Dealing With Electronic Records. Leslie Koziara Turner, CRM Electronic Records Management Consultant leslie.koziara@sos.wa. Dealing With Electronic Records Leslie Koziara Turner, CRM Electronic Records Management Consultant leslie.koziara@sos.wa.gov (360) 586-4893 Overview of Today s Session Paper vs Born-Digital Records Organizing

More information

Idaho Judicial Branch Scanning and Imaging Guidelines DRAFT - October 25, 2013

Idaho Judicial Branch Scanning and Imaging Guidelines DRAFT - October 25, 2013 Idaho Judicial Branch Scanning and Imaging Guidelines DRAFT - October 25, 2013 A. Introduction Many of Idaho s courts have considered or implemented the use of digital imaging systems to scan court documents

More information

APPLICATION FOR LOUISIANA STATE ARCHIVES IMAGING EXCEPTION TO LA. R.S. 44:39 SSARC 790

APPLICATION FOR LOUISIANA STATE ARCHIVES IMAGING EXCEPTION TO LA. R.S. 44:39 SSARC 790 APPLICATION FOR LOUISIANA STATE ARCHIVES IMAGING EXCEPTION TO LA. R.S. 44:39 SSARC 790 Mailing: PO Box 94125, Baton Rouge, LA 70804-9125 Location: 3851 Essen Lane, Baton Rouge, LA 70809-2137 BEFORE completing

More information

In addition, a decision should be made about the date range of the documents to be scanned. There are a number of options:

In addition, a decision should be made about the date range of the documents to be scanned. There are a number of options: Version 2.0 December 2014 Scanning Records Management Factsheet 06 Introduction Scanning paper documents provides many benefits, such as improved access to information and reduced storage costs (either

More information

STATE OF NEBRASKA STATE RECORDS ADMINISTRATOR DURABLE MEDIUM WRITTEN BEST PRACTICES & PROCEDURES (ELECTRONIC RECORDS GUIDELINES) OCTOBER 2009

STATE OF NEBRASKA STATE RECORDS ADMINISTRATOR DURABLE MEDIUM WRITTEN BEST PRACTICES & PROCEDURES (ELECTRONIC RECORDS GUIDELINES) OCTOBER 2009 STATE OF NEBRASKA STATE RECORDS ADMINISTRATOR DURABLE MEDIUM WRITTEN BEST PRACTICES & PROCEDURES (ELECTRONIC RECORDS GUIDELINES) OCTOBER 2009 Following is a voluntary guideline issued by the State Records

More information

REQUEST FOR DOCUMENT IMAGING OF PUBLIC RECORDS

REQUEST FOR DOCUMENT IMAGING OF PUBLIC RECORDS ARS 41-1516 A. Each agency of this state or any of its political subdivisions may implement a program for the production or reproduction by photography or other method of reproduction on film, microfiche,

More information

CORPORATE SCANNING POLICY

CORPORATE SCANNING POLICY STAFFORDSHIRE COUNTY COUNCIL CORPORATE SCANNING POLICY Document Management Document Disclaimer This document is issued only for the purpose for which it is supplied. Document Owner This document is produced

More information

Demographics QUESTIONS COMMENTS

Demographics QUESTIONS COMMENTS DOI SURVEY Name: Bureau: Department: Location: Telephone: Email: Date of Interview: Defining Requirements for an Electronic Records Management Solution A series of fact finding questions will be presented

More information

Larry Patterson, City Manager

Larry Patterson, City Manager Administrative Policy 2-13 August 20, 2008 DATA MIGRATION POLICY PURPOSE To preserve electronic data as required by Oregon Public Records and Archiving statutes. (ORS 192.050) APPLICABILITY This policy

More information

TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL

TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL INTRODUCTION WHAT IS A RECORD? AS ISO 15489-2002 Records Management defines a record as information created,

More information

Guidelines For Scanning University Records

Guidelines For Scanning University Records Guidelines For Scanning University Records Scanning, or digital imaging, is an increasingly popular strategy for dealing with records. Scanning can be a useful tool for managing your records and enhancing

More information

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS STATEMENT OF PURPOSE The Delaware Public Archives (DPA) has issued "Model Guidelines for Electronic Records"

More information

Guidelines for Digital Imaging Systems

Guidelines for Digital Imaging Systems NORTH CAROLINA DEPARTMENT OF CULTURAL RESOURCES OFFICE OF ARCHIVES AND HISTORY DIVISION OF HISTORICAL RESOURCES ARCHIVES AND RECORDS SECTION Guidelines for Digital Imaging Systems Phase I: Project Planning

More information

Union County. Electronic Records and Document Imaging Policy

Union County. Electronic Records and Document Imaging Policy Union County Electronic Records and Document Imaging Policy Adopted by the Union County Board of Commissioners December 2, 2013 1 Table of Contents 1. Purpose... 3 2. Responsible Parties... 3 3. Availability

More information

Records Management Policy

Records Management Policy Records Management Policy Responsible Officer Chief Operating Officer Approved by Vice-Chancellor Approved and commenced April, 2014 Review by April, 2017 Relevant Legislation, Ordinance, Rule and/or Governance

More information

Chapter 434-662 WAC PRESERVATION OF ELECTRONIC PUBLIC RECORDS

Chapter 434-662 WAC PRESERVATION OF ELECTRONIC PUBLIC RECORDS Chapter 434-662 WAC PRESERVATION OF ELECTRONIC PUBLIC RECORDS WAC 434-662-010 Purpose. Pursuant to the provisions of chapters 40.14 and 42.56 RCW, and RCW 43.105.250, the rules contained in this chapter

More information

State of Michigan Records Management Services Best Practices for the Capture of Digital Images from Paper or Microfilm

State of Michigan Records Management Services Best Practices for the Capture of Digital Images from Paper or Microfilm State of Michigan Records Management Services Best Practices for the Capture of Digital Images from Paper or Microfilm 1.0 Introduction The Records Reproduction Act (MCL 24.401-24.406) regulates the reproduction

More information

Why should the CSU have a records/information retention and disposition policy?

Why should the CSU have a records/information retention and disposition policy? RECORDS MANAGEMENT SERVICES Frequently Asked Questions (FAQs) Retention Policy Why should the CSU have a records/information retention and disposition policy? A records/information retention and disposition

More information

2.2 INFORMATION SERVICES Documentation of computer services, computer system management, and computer network management.

2.2 INFORMATION SERVICES Documentation of computer services, computer system management, and computer network management. 3 Audit Trail Files Data generated during the creation of a master file or database, used to validate a master file or database during a processing cycle. GS 14020 Retain for 3 backup cycles Computer Run

More information

Washington State Archives Electronic Records Management: Improving Your Outlook

Washington State Archives Electronic Records Management: Improving Your Outlook Washington State Archives Electronic Records Management: Improving Your Outlook Presented by: Leslie Koziara, CRM, ERMP Electronic Records Management Consultant leslie.koziara@sos.wa.gov 360-586-4893 Overview

More information

Institute for Advanced Study Shelby White and Leon Levy Archives Center

Institute for Advanced Study Shelby White and Leon Levy Archives Center Institute for Advanced Study Shelby White and Leon Levy Archives Center Managing Electronic Records - Recommendations for Institute Staff File Management: Guidelines & Policies Which files are considered

More information

Information Management Advice 18 - Managing records in business systems: Overview

Information Management Advice 18 - Managing records in business systems: Overview Information Management Advice 18 - Managing records in business systems: Overview Introduction The purpose of this Advice is to assist agencies to identify and manage State records in business systems,

More information

Document Scanning Essentials

Document Scanning Essentials Document Scanning Essentials www.archives.nysed.gov Objectives Learn about current imaging practices How to prepare for an imaging project How to incorporate RM principles into your project Provide strategies

More information

University Employee Guide to: Document Imaging and Management of University Records. UW-Madison Archives and Record Management

University Employee Guide to: Document Imaging and Management of University Records. UW-Madison Archives and Record Management UW-Madison Archives and Record Management 2014 University Employee Guide to: Document Imaging and Management of University Records Questions: University Records Officer recmgmt@library.wisc.edu Voice:

More information

Transition Guidelines: Managing legacy data and information. November 2013 v.1.0

Transition Guidelines: Managing legacy data and information. November 2013 v.1.0 Transition Guidelines: Managing legacy data and information November 2013 v.1.0 Document Control Document history Date Version No. Description Author October 2013 November 2013 0.1 Draft Department of

More information

This policy is not designed to use systems backup for the following purposes:

This policy is not designed to use systems backup for the following purposes: Number: AC IT POL 003 Subject: Backup and Restore Policy 1. PURPOSE The backup and restore policy establishes the need and rules for performing periodic system backup to permit timely restoration of Africa

More information

THE LIFE CYCLE OF E-DOCUMENTS: METHODOLOGICAL AND LEGAL APPROACH IN LITHUANIA

THE LIFE CYCLE OF E-DOCUMENTS: METHODOLOGICAL AND LEGAL APPROACH IN LITHUANIA THE LIFE CYCLE OF E-DOCUMENTS: METHODOLOGICAL AND LEGAL APPROACH IN LITHUANIA DAIVA LUKŠAITĖ Head of Documents and Archives Management Divison E-mail d.luksaite@archyvai.lt www.archyvai.lt THE LIFE CYCLE

More information

Scanning Guidelines. Records Management

Scanning Guidelines. Records Management Records Management Scanning Guidelines for compliance with Code of practice for legal admissibility and evidential weight of information stored electronically (Reference document BSI document: BS10008)

More information

Administrative Policies and Procedures

Administrative Policies and Procedures Administrative Policies and Procedures Deb Bartlett dbartl@wsu.edu Joy Faerber faerber@wsu.edu Office of Procedures, Records, and Forms Training Objectives: Manuals History of operations manuals at WSU.

More information

Key Considerations for Documentation Management Technology. Learning from Local Experience

Key Considerations for Documentation Management Technology. Learning from Local Experience Key Considerations for Documentation Management Technology Learning from Local Experience Agenda Document Management Systems Key Considerations Types of Document Management Systems Hardware/Software Requirements

More information

Vital Records Management

Vital Records Management National Archives and Records Administration Northeast Region Vital Records Management A Briefing for Federal Agencies Pentagon, September 11, 2004 Federal Records A record is anything created or received

More information

The legal admissibility of information stored on electronic document management systems

The legal admissibility of information stored on electronic document management systems Softology Ltd. The legal admissibility of information stored on electronic document management systems July 2014 SOFTOLOGY LIMITED www.softology.co.uk Specialist Expertise in Document Management and Workflow

More information

Version 1.0 MCGILL UNIVERSITY SCANNING STANDARDS FOR ADMINISTRATIVE RECORDS. Summary

Version 1.0 MCGILL UNIVERSITY SCANNING STANDARDS FOR ADMINISTRATIVE RECORDS. Summary Version 1.0 MCGILL UNIVERSITY SCANNING STANDARDS FOR ADMINISTRATIVE RECORDS Summary... 1 Introduction... 2 McGill Record-Keeping: Obligations and Technical Issues... 3 Scope & Procedures... 4 Standards...

More information

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s):

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Title: Category: Administration Information Management Policy No.: B5010 Replaces: B5010 Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Approval: (President

More information

File Management : Guidelines & Policies

File Management : Guidelines & Policies File Management : Guidelines & Policies Which files are considered records? Files created or received pursuant to the transaction of University business or in the fulfillment of its educational, administrative,

More information

College Archives Digital Preservation Policy. Created: October 2007 Last Updated: December 2012

College Archives Digital Preservation Policy. Created: October 2007 Last Updated: December 2012 College Archives Digital Preservation Policy Created: October 2007 Last Updated: December 2012 Introduction The Columbia College Chicago Archives Digital Preservation Policy establishes a framework to

More information

Corporate Records Scanning Strategy

Corporate Records Scanning Strategy Corporate Records Scanning Strategy For the unitary authority of Northumberland County Council DRAFT Prepared by: Records Management Service, Northumberland County Council, Woodhorn, QEII Country Park,

More information

Administrative Office of the Courts

Administrative Office of the Courts Page 1 Administrative Office of the Courts GLENN A. GRANT, J.A.D. Acting Administrative Director of the Courts www.njcourts.com phone: 609-984-0275 fax: 609-984-6968 To: From: Hon. Carmen Messano Assignment

More information

Kentucky Department for Libraries and Archives Public Records Division

Kentucky Department for Libraries and Archives Public Records Division Introduction Kentucky Department for Libraries and Archives Public Records Division Ensuring Long-term Accessibility and Usability of Textual Records Stored as Digital Images: Guidelines for State and

More information

Minnesota Association of County Administrators & Minnesota County Human Resources Management Association September 10, 2015

Minnesota Association of County Administrators & Minnesota County Human Resources Management Association September 10, 2015 Minnesota Association of County Administrators & Minnesota County Human Resources Management Association September 10, 2015 Charles Rodgers Minnesota Historical Society charles.rodgers@mnhs.org 651.259.3266

More information

New York State Archives Digital Imaging Guidelines (2014) 1

New York State Archives Digital Imaging Guidelines (2014) 1 New York State Archives Digital Imaging Guidelines 2014 Table of Contents General Guidelines 1. Purpose 2. Use of These Guidelines When Working with a Vendor 3. Digital Imaging Defined 4. Scope 5. State

More information

Digitisation of official records and management of source documents

Digitisation of official records and management of source documents GPO Box 2343 Adelaide SA 5001 Tel (08) 8204 8773 Fax (08) 8204 8777 DX:467 srsarecordsmanagement@sa.gov.au www.archives.sa. gov.au Digitisation of official records and management of source documents December

More information

State Records Guideline No 15. Recordkeeping Strategies for Websites and Web pages

State Records Guideline No 15. Recordkeeping Strategies for Websites and Web pages State Records Guideline No 15 Recordkeeping Strategies for Websites and Web pages Table of Contents 1 Introduction... 4 1.1 Purpose... 4 1.2 Authority... 5 2 Recordkeeping business requirements... 5 2.1

More information

15 Organisation/ICT/02/01/15 Back- up

15 Organisation/ICT/02/01/15 Back- up 15 Organisation/ICT/02/01/15 Back- up 15.1 Description Backup is a copy of a program or file that is stored separately from the original. These duplicated copies of data on different storage media or additional

More information

Non-Profit Records Management Tool Kit

Non-Profit Records Management Tool Kit Non-Profit Records Management Tool Kit January 2013 Contents Introduction.... 3 Generally Accepted Record Keeping Principles.... 4 What is a Record?.... 5 File Maintenance.... 6 Classifying a Record.....8

More information

A Selection of Questions from the. Stewardship of Digital Assets Workshop Questionnaire

A Selection of Questions from the. Stewardship of Digital Assets Workshop Questionnaire A Selection of Questions from the Stewardship of Digital Assets Workshop Questionnaire SECTION A: Institution Information What year did your institution begin creating digital resources? What year did

More information

Presentation Topics. What is a record? Hawaii State Archives Presentation December 14, 2010 ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL

Presentation Topics. What is a record? Hawaii State Archives Presentation December 14, 2010 ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL Presented by: Adam Jansen adam@dkives.com December 2010 Presentation Topics What is a Record What is Records Management Your Responsibilities Conducting

More information

Scotland s Commissioner for Children and Young People Records Management Policy

Scotland s Commissioner for Children and Young People Records Management Policy Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives

More information

Brown County Information Technology Aberdeen, SD. Request for Proposals For Document Management Solution. Proposals Deadline: Submit proposals to:

Brown County Information Technology Aberdeen, SD. Request for Proposals For Document Management Solution. Proposals Deadline: Submit proposals to: Brown County Information Technology Aberdeen, SD Request for Proposals For Document Management Solution Proposals Deadline: 9:10am, January 12, 2016 Submit proposals to: Brown County Auditor 25 Market

More information

Records Management Basic Information For Local Government Agencies

Records Management Basic Information For Local Government Agencies Records Management Basic Information For Local Government Agencies Title 5: ADMINISTRATIVE PROCEDURES AND SERVICES Part 1: STATE DEPARTMENTS Chapter 6: STATE ARCHIVIST (HEADING: PL 1973, c. 625, @16 (new))

More information

EMAIL MANAGEMENT GUIDELINES

EMAIL MANAGEMENT GUIDELINES EMAIL MANAGEMENT GUIDELINES FOR COUNTIES AND MUNICIPALITIES 1. Purpose The purpose of these guidelines is to ensure that the electronic mail records of county and municipal government officials and employees

More information

Overview of NDNP Technical Specifications

Overview of NDNP Technical Specifications Overview of NDNP Technical Specifications and Philosophy Digitization from preservation microfilm print negatives (2n) provides the most cost-efficient approach for large-scale digitization Distributed

More information

DIGITIZATION S GUIDE. Go for quality and document your process!

DIGITIZATION S GUIDE. Go for quality and document your process! DIGITIZATION S GUIDE Go for quality and document your process! DIGITIZATION: GO FOR QUALITY AND DOCUMENT YOUR PROCESS! (Source: La numérisation des documents administratifs Méthodes et recommandations

More information

POWER PROTECT PROMOTE. Information Governance In The Cloud

POWER PROTECT PROMOTE. Information Governance In The Cloud Information Governance In The Cloud Galina Datskovsky, Ph. D., CRM President of ARMA International SVP Information Governance Solutions Topics Cloud Characteristics And Risks Information Management In

More information

ELECTRONIC RECORDS MANAGEMENT

ELECTRONIC RECORDS MANAGEMENT ELECTRONIC RECORDS MANAGEMENT S E S S IO N 5 O F 7 O N R E C O R D S M AN AG E M E N T This training does not constitute a legal opinion or legal advice on the part of the Library, Archives and Public

More information

A Best Practices Point of View from. Data Backup and Disaster Recovery Planning

A Best Practices Point of View from. Data Backup and Disaster Recovery Planning A Best Practices Point of View from Data Backup and Disaster Recovery Planning Security Protect Your Data Expertise Support Patient Privacy Business Continuity Plan and Restore Peace of Mind Backup and

More information

Director, Value Engineering

Director, Value Engineering Director, Value Engineering April 25 th, 2012 Copyright OpenText Corporation. All rights reserved. This publication represents proprietary, confidential information pertaining to OpenText product, software

More information

City of Yonkers Document Management Software Conversion Services For Small and Large Documents STAR Program and Building Department

City of Yonkers Document Management Software Conversion Services For Small and Large Documents STAR Program and Building Department BID RFB-5608A - SCHEDULE B SPECIFICATIONS City of Yonkers Management Software Conversion Services For Small and Large s STAR Program and Building Department City of Yonkers Imaging Conversion Services

More information

What We ll Cover. Defensible Disposal of Records and Information Litigation Holds Information Governance the future of records management programs

What We ll Cover. Defensible Disposal of Records and Information Litigation Holds Information Governance the future of records management programs What We ll Cover Foundations of Records and Information Management Creating a Defensible Retention Schedule Paper v. Electronic Records Organization and Retrieval of Records and Information Records Management

More information

NEW JERSEY DIVISION OF REVENUE AND ENTERPRISE SERVICES RECORDS MANAGEMENT SERVICES ELECTRONIC IMAGING SYSTEM REGISTRATION APPLICATION INSTRUCTIONS

NEW JERSEY DIVISION OF REVENUE AND ENTERPRISE SERVICES RECORDS MANAGEMENT SERVICES ELECTRONIC IMAGING SYSTEM REGISTRATION APPLICATION INSTRUCTIONS NEW JERSEY DIVISION OF REVENUE AND ENTERPRISE SERVICES RECORDS MANAGEMENT SERVICES ELECTRONIC IMAGING SYSTEM REGISTRATION APPLICATION INSTRUCTIONS Mailing: PO Box 661, Trenton, NJ 08625 Location: 2300

More information

Discovery Technology Group

Discovery Technology Group Discovery Technology Group E-mail Retention: Readiness Survey E-mail now represents the largest source of new documents and records generated within a company, and the most troublesome from a retention

More information

Local Government Cyber Security:

Local Government Cyber Security: Local Government Cyber Security: Guidelines for Backing Up Information A Non-Technical Guide Essential for Elected Officials Administrative Officials Business Managers Multi-State Information Sharing and

More information

Using the Digital Preservation Toolkit Mini - Workshop. November 6, 2015 Ern Bieman, Canadian Heritage Information Network

Using the Digital Preservation Toolkit Mini - Workshop. November 6, 2015 Ern Bieman, Canadian Heritage Information Network Using the Digital Preservation Toolkit Mini - Workshop November 6, 2015 Ern Bieman, Canadian Heritage Information Network Learning Objectives of this Workshop In this mini-workshop you will: Learn how

More information

1. Each employee is responsible for managing college records in a responsible and professional manner.

1. Each employee is responsible for managing college records in a responsible and professional manner. Policy O-6.2 Approved By: College Executive Team Approval Date: February 26, 2003 Amendment Date: November 25, 2009 Policy Holder: VP Administration & CFO Purpose / Rationale RECORD MANAGEMENT The purpose

More information

CHAPTER 13 ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS) REQUIREMENTS

CHAPTER 13 ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS) REQUIREMENTS CHAPTER 13 ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS) REQUIREMENTS PURPOSE: The purpose of this procedure is to establish requirements for electronic records scanned/imported into the Department s Electronic

More information

Table of Contents. www.kentuckyunderground.com

Table of Contents. www.kentuckyunderground.com d DOCUMENT & IMAGING CENTER SCANNING Document Imaging Handbook KUSI is dedicated to providing the highest quality document imaging and management solutions. We strive for excellence throughout the imaging

More information

E-MAIL RETENTION BEST PRACTICE. Issue Date: April 20, 2011. Intent and Purpose:

E-MAIL RETENTION BEST PRACTICE. Issue Date: April 20, 2011. Intent and Purpose: E-MAIL RETENTION BEST PRACTICE Issue Date: April 20, 2011 Intent and Purpose: The intent of this best practice is for county officials to have an educational mechanism to explain requirements for maintaining

More information

39C-1 Records Management Program 39C-3

39C-1 Records Management Program 39C-3 39C-1 Records Management Program 39C-3 Sec. 39C-1. Sec. 39C-2. Sec. 39C-3. Sec. 39C-4. Sec. 39C-5. Sec. 39C-6. Sec. 39C-7. Sec. 39C-8. Sec. 39C-9. Sec. 39C-10. Sec. 39C-11. Sec. 39C-12. Sec. 39C-13. Sec.

More information

Library of Virginia DIGITAL IMAGING GUIDELINES September 2008

Library of Virginia DIGITAL IMAGING GUIDELINES September 2008 Library of Virginia DIGITAL IMAGING GUIDELINES September 2008 Scope This guideline is applicable to all state agencies, public institutions of higher education and local government entities. This guideline

More information

AHDS Digital Preservation Glossary

AHDS Digital Preservation Glossary AHDS Digital Preservation Glossary Final version prepared by Raivo Ruusalepp Estonian Business Archives, Ltd. January 2003 Table of Contents 1. INTRODUCTION...1 2. PROVENANCE AND FORMAT...1 3. SCOPE AND

More information

9. GOVERNANCE. Policy 9.8 RECORDS MANAGEMENT POLICY. Version 4

9. GOVERNANCE. Policy 9.8 RECORDS MANAGEMENT POLICY. Version 4 9. GOVERNANCE Policy 9.8 RECORDS MANAGEMENT POLICY Version 4 9. GOVERNANCE 9.8 RECORDS MANAGEMENT POLICY OBJECTIVES: To establish the framework for, and accountabilities of, Lithgow City Council s Records

More information

Appendix A Statement of Work: Digitization, Archiving and Digital Documents Management System

Appendix A Statement of Work: Digitization, Archiving and Digital Documents Management System Page 1 Appendix A Statement of Work: Digitization, Archiving and Digital Documents Management System 1 Page 2 Table of Contents Table of Contents... 2 TERMS AND ABBREVIATIONS... 3 Statement of Work Overview...

More information

State of Michigan Document Imaging Guidelines

State of Michigan Document Imaging Guidelines State of Michigan Document Imaging Guidelines Responsibility of Source Document Owners to Monitor the Work With limited human resources, the time it takes to maintain, process, and store records is becoming

More information

Retention & Disposition in the Cloud Do you really have control?

Retention & Disposition in the Cloud Do you really have control? InterPARES Trust Retention & Disposition in the Cloud Do you really have control? Franks Patricia, San Jose State University, San Jose, USA and Alan Doyle, University of British Columbia, Canada October

More information

CORPORATE RECORD RETENTION IN AN ELECTRONIC AGE (Outline)

CORPORATE RECORD RETENTION IN AN ELECTRONIC AGE (Outline) CORPORATE RECORD RETENTION IN AN ELECTRONIC AGE (Outline) David J. Chavolla, Esq. and Gary L. Kemp, Esq. Casner & Edwards, LLP 303 Congress Street Boston, MA 02210 A. Document and Record Retention Preservation

More information

Management Update: Important Issues About Digital Data Preservation

Management Update: Important Issues About Digital Data Preservation InSide Gartner (IGG) D. Logan, K. Weilerstein, A. Weintraub August 08, 2001 Management Update: Important Issues About Digital Data Preservation Long-term preservation of digital data is becoming an issue

More information

8. RECORDS AND INFORMATION MANAGEMENT

8. RECORDS AND INFORMATION MANAGEMENT 8. RECORDS AND INFORMATION MANAGEMENT Overview This chapter is intended to help public bodies understand how good records and information management practices assist in the effective administration of

More information

Archiving Digital Records

Archiving Digital Records WHITE PAPER - Andrews Software, Inc. for RECORDMAX USA_ July, 2004 Archiving Digital Records Executive Overview In today business environment, most information begins life as a digital file. Whether it

More information

Economic Realities in the Management of Public Records. George Bakolia Senior Deputy State Chief Information Officer November 4, 2011

Economic Realities in the Management of Public Records. George Bakolia Senior Deputy State Chief Information Officer November 4, 2011 Economic Realities in the Management of Public Records George Bakolia Senior Deputy State Chief Information Officer November 4, 2011 Outline Statutory and other requirements Hidden vs. direct costs Records

More information

Bradford Scholars Digital Preservation Policy

Bradford Scholars Digital Preservation Policy DIGITAL PRESERVATION The value of the research outputs produced by staff and research students at the University of Bradford cannot be over emphasised in demonstrating the scientific, societal and economic

More information

Standard. Record-keeping Requirements for Digitization. April 2009

Standard. Record-keeping Requirements for Digitization. April 2009 Standard April 2009 Record-keeping Requirements for Digitization Approved by: Bridget Sisk Approval date: April 2011 Contact: Tony Newton (newtont@un.org) Review date: Standard Record-Keeping Requirements

More information

This schedule applies to: Pollution Liability Insurance Agency

This schedule applies to: Pollution Liability Insurance Agency This schedule applies to: Pollution Liability Insurance Agency Scope of records retention schedule This records retention schedule authorizes the destruction/transfer of the public records of the Pollution

More information

Cyber Security: Guidelines for Backing Up Information. A Non-Technical Guide

Cyber Security: Guidelines for Backing Up Information. A Non-Technical Guide Cyber Security: Guidelines for Backing Up Information A Non-Technical Guide Essential for Executives, Business Managers Administrative & Operations Managers This appendix is a supplement to the Cyber Security:

More information

Trusted Systems / Electronic Records

Trusted Systems / Electronic Records Trusted Systems / Electronic Records Diane R. Gladwell, MMC President Gladwell Governmental Services, Inc., (909) 337-3516 Info@gladwellgov.org www.gladwellgov.org E-Records, if Record Copy Must be kept

More information

E-mail Management: A Guide For Harvard Administrators

E-mail Management: A Guide For Harvard Administrators E-mail Management: A Guide For Harvard Administrators E-mail is information transmitted or exchanged between a sender and a recipient by way of a system of connected computers. Although e-mail is considered

More information

NightOwlDiscovery. EnCase Enterprise/ ediscovery Strategic Consulting Services

NightOwlDiscovery. EnCase Enterprise/ ediscovery Strategic Consulting Services EnCase Enterprise/ ediscovery Strategic Consulting EnCase customers now have a trusted expert advisor to meet their discovery goals. NightOwl Discovery offers complete support for the EnCase Enterprise

More information

WHAT S THE DIFFERENCE? JENNIFER RICKER DIGITAL COLLECTIONS MANAGER STATE LIBRARY OF NORTH CAROLINA

WHAT S THE DIFFERENCE? JENNIFER RICKER DIGITAL COLLECTIONS MANAGER STATE LIBRARY OF NORTH CAROLINA Archival Storage vs. Data Backup WHAT S THE DIFFERENCE? JENNIFER RICKER DIGITAL COLLECTIONS MANAGER STATE LIBRARY OF NORTH CAROLINA Overview Why store at all? What IS the difference? General differences

More information

Corporate Scanning Guidelines

Corporate Scanning Guidelines Corporate Scanning Guidelines 1. Introduction 2. When to scan 3. How to scan 4. Management issues 5. Admissibility 6. Summary Version Notes Author Date 0 Rough Draft RM 01/12/06 0.1 First discussion draft

More information

Records & Information Management Policy

Records & Information Management Policy 2014 Records & Information Management Policy VerQu CONTENTS Document Control... 2 Purpose... 3 Scope... 3 Organizational Placement... 3 Roles and Responsibilities... 3 Corporate Records Manager... 3 Record

More information

Southwest Solutions Group Virtual Doxx Software Application Overview. The software can be configured to model:

Southwest Solutions Group Virtual Doxx Software Application Overview. The software can be configured to model: Southwest Solutions Group Virtual Doxx Software Application Overview Virtual Doxx leads the technology curve with software that can be delivered in a package that exactly meets customer needs, while minimizing

More information

PRESERVATION NEEDS ASSESSMENT PRESERVATION 101

PRESERVATION NEEDS ASSESSMENT PRESERVATION 101 Digital Assets If this section is not applicable to the collection(s) being surveyed, please note that here and move to the next section. Digital collections may include born-digital material and digital

More information

Document Management/Scanning White Paper

Document Management/Scanning White Paper Document Management/Scanning White Paper Justification for document scanning services may involve many factors; some are easy to quantify in monetary terms and others that can only be quantified through

More information

1. Redistributions of documents, or parts of documents, must retain the SWGIT cover page containing the disclaimer.

1. Redistributions of documents, or parts of documents, must retain the SWGIT cover page containing the disclaimer. Disclaimer: As a condition to the use of this document and the information contained herein, the SWGIT requests notification by e-mail before or contemporaneously to the introduction of this document,

More information

Glossary of Records Management Terms

Glossary of Records Management Terms Glossary of Records Management Terms Active record: A record referenced often in the conduct of current departmental business. Administrative record: Records documenting the day to day operation and administration

More information

6/11/2015. The Paperless World. Imaging & Document Management. Overview. Imaging & Document Management. What are electronic records?

6/11/2015. The Paperless World. Imaging & Document Management. Overview. Imaging & Document Management. What are electronic records? The Paperless World Imaging & Document Management Records Management Services State of Michigan Overview Records Analyst Services Records Center Operations Imaging Services Imaging & Document Management

More information

The Disconnect Between Legal and IT Teams

The Disconnect Between Legal and IT Teams WHEPAPER The Disconnect Between and Teams Examples of what each side doesn t know #2 in a series of 4 whitepapers. Circulate this document to,, and company management. It can be used to start a dialog,

More information

Information Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems

Information Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems Information Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems Introduction Agencies have systems which hold business information, such as

More information

Slide Script Number 1 Welcome to the online course, Imaging and Document Management, offered by the State of Michigan, Department of Technology,

Slide Script Number 1 Welcome to the online course, Imaging and Document Management, offered by the State of Michigan, Department of Technology, Slide Script Number 1 Welcome to the online course, Imaging and Document Management, offered by the State of Michigan, Department of Technology, Management and Budget, Records Management Services. 2 As

More information

Blocal government bulletin b

Blocal government bulletin b Electronic Records Standards and Procedures Blocal government bulletin b july 1998 Comments or complaints regarding the programs and services of the Texas State Library and Archives Commission may be addressed

More information
http://docplayer.net/12006454-Scanning-and-tossing-requirements-for-scanning-and-the-destruction-of-paper-based-records.html
docplayer.net
crawl=CC-MAIN-2018-47
131066
application/http; msgtype=response
sha1:S54IUVUWOOMSD2GODTCEGUZS4NG7HL5D
<urn:uuid:67b3f9a3-865a-4ff9-bb9c-33991b79bf26>
2018-11-21T10:49:24Z
138.201.54.145
text/html
sha1:NHFWREEECWJRWESMNP4I6PEUEUSCLC7K
<urn:uuid:4c2df74e-d31c-4019-b267-9cbcbb09f69c>
http://docplayer.net/12006454-Scanning-and-tossing-requirements-for-scanning-and-the-destruction-of-paper-based-records.html
response
<urn:uuid:4908a7eb-6c3e-4773-ad55-5096a60184ca>
isPartOf: CC-MAIN-2018-47
publisher: Common Crawl
description: Wide crawl of the web for November 2018
operator: Common Crawl Admin (info@commoncrawl.org)
hostname: ip-10-138-120-224.ec2.internal
software: Apache Nutch 1.15 (modified, https://github.com/commoncrawl/nutch/)
robots: checked via crawler-commons 0.11-SNAPSHOT (https://github.com/crawler-commons/crawler-commons)
format: WARC File Format 1.1
conformsTo: http://iipc.github.io/warc-specifications/specifications/warc-format/warc-1.1/