Scanning and Digitization
In electronic records, the process of converting alphanumeric or graphic information on paper or microforms to picture elements, or bit-mapped representation. Also called image scanning. (Source: http://www.epa.gov/records/gloss/).
This category may include documents on planning an imaging project, current-practice research, delivery systems, standards, selection, digitization of audio and video, outsourcing, etc.
This section lists each of the Scanning and Digitization documents:
| Document Title | Document Description | Document Size (measured in KBs) |
|---|---|---|
| Best Practices for Reproducing Public Records | This document provides information that will assist in the task of analyzing business records and the possible solutions for managing them and serves as an introduction for the best practice documents published by the Michigan Department of History, Arts and Libraries, including: Best Practices for the Microfilming of Digitized Records, Best Practices for the Microfilming of Paper Records, and Best Practices for the Capture of Digital Images from Paper or Microfilm. 12 pages. | 230 KB |
| Best Practices for the Capture of Digital Images from Paper or Microfilm | This best practice document applies to the conversion of public records by any Michigan public body from paper or microfilm to digital image format for the purpose of maintaining official records in a digital format. It is not intended to apply to digital photography, publications, or convenience copies of records produced purely for the purpose of informational distribution. 10 pages. | 186 KB |
| Digital Imaging Guidelines - Vermont | Vermont State Archives offers guidelines to assist in planning, selecting system architecture and technical specifications, and implementing digital imaging projects. The guidelines are no comprehensive, but rather offer considerations for the planning process. 17 pages. 2004. | 155 KB |
| Digital Imaging Systems Guidelines _ Missouri | The key to the successful design, integration, and implementation of a digital imaging system is proper analysis. These guidelines are intended to offer advice on the three major phases of system development: project planning, technology assessment and selection, and system implementation. 31 pages. Office of the Secretary of State, Missouri. | 268 KB |
| Digital Imaging: What happens to the paper record? | From a legal and record keeping perspective, there are many issues to consider when putting in place an imaging or scanning solution. These “Considerations for Government Officials” were published by Georgia Archives in 2004. 4 pages. | 75 KB |
| Electronic Imaging Guidelines - Nebraska | A voluntary guideline for use by state and local government agencies in the State of Nebraska to be followed in the development of any new electronic imaging systems and applied to existing systems as resources allow. 8 pages. 2003. Nebraska State Records Administrator. | 27 KB |
| Guidelines for Determining if a Stand-Alone Imaging System is the Best Choice for You | This leaflet is intended to familiarize the reader with stand-alone imaging systems and to help him determine if such a system will meet his needs. 10 pages. Document no dated; Appendix “A” dated January 3, 1997. New York State Archives Government Records Services. | 316 KB |
| Guidelines for Ensuring the Long-Term Accessibility and Usability of Records Stored as Digital Images | This publication outlines guidelines for government officials who choose to maintain records with retention periods of ten years or more in imaged formats. The guidelines represent best practices in the information technology management field and reflect established New York State information policies and standards as of the date of publication. 18 pages. 1998. New York State Archives Government Records Services. | 148 KB |
| Guidelines for Maintaining Permanent or Long-Term Records on Digital Imaging Systems – AL | Technical leaflet on subject title. Includes general recommendations for implementing digital imaging systems. 6 pages. 2006. Alabama Department of History and Archives. | 101 KB |
| Imaging and public records: Basic questions and answers for government officials – IN | This brochure describes the questions to raise and the issues to consider if considering imaging. 4 page brochure. Indiana Commission on Public Records. | 234 KB |
| Imaging Production Guidelines (NY) | These guidelines list New York's minimal standards for producing and inspecting digital images of records. 2006 (20 pages). New York State Archives, Local Government Records Technical Series. | 76 KB |
| Imaging Production Guidelines | These guidelines list the minimal standards for producing and inspecting digital images of records. Where applicable, these guidelines follow national digital imaging standards and industry practices. 23 pages. 2006. New York State Archives Government Records Services | 76 KB |
| Managing Digital Projects for Preservation and Access | Managing digital projects is a complex process that involves legal issues, image quality, file formats, software, and more. This leaflet includes guidelines for managing a digital project. 4 pages. 2000. National Park Service Conserv-O-Gram. | 49 KB |
| Managing Imaging and Micrographics Projects | This publication explains the steps to take from conception to completion when planning and carrying out an imaging or micrographics project, including records management, project management, and technical issues. 48 pages. 2003. New York State Archives Government Records Services. | 295 KB |
| Planning Digital Projects for Preservation and Access | Preserving digital files involves managing an ever-changing infrastructure of hardware, software, file formats, and storage media. This leaflet reviews basic concepts, outlines the steps in digital work, and reviews elements of documentation and quality control. 4 pages. 2000. National Park Service Conserv-O-Gram. | 64 KB |
| Policy and Guidelines for the Retention and Disposition of Original County Records Copied Onto Optical Imaging and Data Storage Systems – PA | The purpose of this document is to establish and clarify a records management policy with respect to the retention and ultimate disposition of original records copied onto optical imaging and data storage systems. 5 pages. PA Historical and Museum Commission. 2002. | 55 KB |
| Policy and Guidelines for the Retention and Disposition of Original Municipal Records Copied Onto Optical Imaging and Data Storage Systems – PA | The purpose of this document is to establish and clarify a records management policy with respect to the retention and ultimate disposition of original records copied onto optical imaging and data storage systems and to enable officers to incorporate retention and retrieval considerations into their plans to acquire optical imaging and data storage systems. 9 pages. Pennsylvania Historical and Museum Commission. | 32 KB |
| Public records stored as digital images: policy statement – SC | This policy clarifies the position of the South Carolina Department of Archives and History regarding the use of digital imaging technology for the maintenance of public records. 3 pages. 2005. | 18 KB |
| Rules and Regulations for the Making and Management of Imaged Public Records – RI | This regulation sets the policy, legal, and records management framework within which the rules for the creation and management of digitized public records are set and describes technical requirements and recommendations. 36 pages. Rhode Island State Archives. 2006. | 470 KB |
| Standards for Destruction of Original Records After Imaging – MS | These rules provide the standards that must be used by governmental entities of the State of Mississippi when undertaking imaging technology applications with the intent of disposing of the original public records to ensure that public records maintained only in digital format through the use of an optical imaging system will remain accessible to the public, state agency and/or local government for the full period that the record must be maintained. 9 pages. Not dated. Mississippi Department of Archives and History. | 31 KB |
| Technical Standards for Capturing Digital Images from Paper or Microfilm – MI | These standards apply to the conversion of public records from paper or microfilm to digital images for the purpose of maintaining official records in a digital format. They do not apply to digital photography, digital publications, or convenience copies. Michigan Dept. of History, Arts and Libraries. 2005. | 153 KB |