Gus,

I can't back you up on this one as I believe EVERYTHING should go
through the Records Management Department for various reasons. Some of
them are (not in priority order):

1. Poor quality originals should be marked as such before being scanned.
2. To maintain a log of the procedures, dates & times,  including
quality control & indexing.
3. Utilizing the department's expertise in RM.
4. To be sure that what is scanned is in the correct "file".
5. To be sure everything was scanned that needed to be.
6. To be sure that something that didn't need to be scanned/kept isn't.
7. So your department has a general knowledge of what records you do
have.
8. So everything is in one general area for easy retrieval.

There are more but, these would be my main concerns.


Steve Morgan
C.J. Segerstrom & Sons, Records Manager
(714) 438-3228 phone
(714) 546-9835 fax

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Gus Harris
Sent: Wednesday, March 22, 2006 2:39 PM
To: [log in to unmask]
Subject: help!

Yikes.  I really need some help folks.  Of late there are people within
our organization who want to have certain records scanned to optical
disk.  Of course there are issues regarding "what records," retention
requirements, cost feasibility, etc.  But, what has me alarmed is that
they seem to want our Records Management Department to do their
scanning!  Now, I've been the records manager here for many years and
we've provided microfilming of university records, based on my analysis
etc., for all these years.
However, I have always felt this was the proper thing to do since we are
the department with the expertise in micrographic processes...and in
this way we could ensure that the process was done correctly.  However,
I think it is a different situation when you're doing electronic
scanning.  I just don't believe that is something to centralize in your
Records Management Department.  I can think of numerous reasons
why....but would like to hear from others why document scanning
shouldn't be centralized within a large organization...but rather a
function within the departments that are utilizing it.

Thanks for any info and opinions in advance!

Gus Harris
Records Manager
The Univ. of West FL
Pensacola, FL
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