Gus:
Respectfully, I must disagree. You are likely to be the best place in the
University to do scanning. Your team already has the expertise required in
handling documents for filming -- for scanning is no different. Yes, you
will need to develop / acquire new standards and experience with scanning,
but you are already the central service point for record conversion. Your
group's records expertise will ensure that the scanned images are usable and
accurate.
The alternative is for your group to set university-wide standards and
monitor the imaging of others -- knowing the independence of university
departments this may be a good idea even if you provide a central service.
The hidden danger in your plans is those optical disks. They really are not
permanent, but folks may be fixated on them because they are a Write Once /
Read Many (WORM) technology. Other approaches for storing the images should
be evaluated.
Bernard Chester, CDIA+, EDP, erm-p, 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 Gus Harris
Sent: Wednesday, March 22, 2006 2:39 PM
To: [log in to unmask]
Subject: [RM] 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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