Gus,

I would recommend for you to look at "Chapter 1B-26.003 of the Florida
Administrative Code--Electronic Recordkeeping." 
The Following is link where you can download a pdf of the FAC:
http://dlis.dos.state.fl.us/barm/rules/admin.html

Basic standards that I would recommend to you are 300 dpi, TIFF 6.0
Standard format and the export file be a tab delimited text file.
You should not have any problems importing the metadata later. The
important part is to identify all index fields needed prior to begin of
the project.

We do have some imaging projects online and I would be happy to share my
experience with you.
Please feel free to send me an E-mail with specific Questions.

Simon T. De Witt
Records Information Analyst
Tampa Bay Water
2575 Enterprise Road
Clearwater, FL 33763-1102
Phone: 727.669.1360
Cell: 727.742.9774
[log in to unmask]


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Warren Harris
Sent: Monday, August 14, 2006 17:15
To: [log in to unmask]
Subject: [RM] electronic imaging question

Hello everybody.  I have a question as usual!  I'm just thinking some of
you have probably already dealt with this type situation so thought I'd
see if anyone might share their experience with me.

 

In my organization, The University of West Florida, we will eventually
(next year or so) be implementing electronic imaging in our Registrar's
Office for Student Records.  We're in the process of writing the
proposal, etc for imaging/document management software and hardware.  To
date...we've been microfilming these records....actually doing a backlog
of many years....and still have about 10 years records in hardcopy that
have not been microfilmed.  We plan to stop the microfilming soon.
Therefore we will still have this backlog to deal with.  Certainly we
aren't going to worry about what is already on microfilm because we can
deal with that (probably scanning the film, etc.) once we have a system
in place.  The problem is the hardcopy that is not on microfilm....the
backlog not on microfilm...that won't be microfilmed.  We won't be able
to continue to store it on-site since records will continue to
accumulate and the backlog will grow even larger causing us storage
problems.  Certainly we can contract for off-site, secure storage of the
hardcopy in the meantime....But, what I'm wondering is this....is it
feasible to go ahead and have a conversion (contracted) of these
hardcopy records to digital images (scanned) without knowing what
software and indexing format that we'd be using in the future when we
get a system inhouse?  I'm thinking we could end up with compatibility
issues...and at the very least have to "re-index" each image when we get
inhouse scanning and indexing software/document management software.

 

Any comments from those of you who have worked through this kind of
situation would be most appreciated.

 

Gus Harris

The Univ. of West FL

Pensacola, FL

[log in to unmask]


List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

Tampa Bay Water scans all email for viruses, worms, and inappropriate
material and blocks email deemed harmful or inappropriate. Email service
is provided to Tampa Bay Water users for business purposes and is
subject to public records laws.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance