Maarja:
I didn't get the impression that Sandra's documents or annotations were on
paper. But most imaging systems have a way of associating annotations with
images, and even placing independent security on the two. The software
handles them as a set linked at the page level. This also handles automatic
redaction requirements. An alternative sometime used is to scan the two
things as separate documents, and give them the same metadata. This is not
as good as the linked approach.
Handwriting on the original just gets scanned with the page. A post-it note
(TM) is the sort of independent annotation we are discussing with Sandra.
Bernard Chester, CDIA+, ICP, AIIM MIT
Principal
IMERGE Consulting, Pacific Northwest Office
7683 SE 27 Street, #316
Mercer Island, WA 98040
(office) 206-230-9253
(cell) 206-979-7389
mailto:[log in to unmask]
web: http://www.imergeconsult.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Maarja Krusten
Sent: Thursday, November 17, 2005 5:06 PM
To: [log in to unmask]
Subject: Re: Conversion of Annotations to ECM
Pardon my lack of knowledge about scanned annotations. Remember, I'm an
historian, not a records manager. And I joined this List in part so I could
ask questions about issues I don't know about. I know from looking at
Recmgmt-L's archives that CRMs and other professionals sometimes sigh when
people post questions to this List that they should know. But this isn't in
my field of specialty so I figure I can ask you all.
I've been following comments by Sandra, Bernard et al. on images and
annotation. I gather some of the annotations Sandra is referring to are on
post-it
type notes attached to paper documents rather than written in the margins.
That got me thinking! In scanning such items, how do you in the RIM field
link the two items, that is, how do you retain the archival integrity of the
two and preserve for future researchers the association between the two
images? Is this done with assigned and cross linked control numbers? If
so, what is the protocol? I'm assuming you can't scan the document with the
sticky note on it to create a single image as that would obscure some of the
content of the other document.
I'm thinking of the type of historically interesting handwritten additions
such as those seen on the following two images (click on or download and
view at the largest setting to show the handwritten notations:
http://www.archives.gov/exhibits/when_nixon_met_elvis/images/chapin.jpg
or
http://media.nara.gov/media/images/22/22/22-2152a.gif
What if the comment that President Reagan telephoned rather than wrote a
letter in reply, or Haldeman's "you must be kidding" were on sticky notes
attached to these items instead of written in the margins? How do you scan
the documents and the sticky notes and preserve their archival relationship
to each other?
Thanks in advance,
Maarja
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