I noted, in the otherwise excellent replies to this message, that no one
mentioned ANSI/AIIM MS 44 "Recommended Practice for Quality Control of Image
Scanners", which prescribes
(1) the use of dual quality controls : on-screen inspection AND "match proof
print" (print out the scanned image of a document and compare it, side by
side, to the original paper document), and
(2) establishing a "quality reference".
Having seen the results of failing to use these QC methods (undetected image
loss of up to 1/2 inch on two edges of the document), I would have to say it
is mandatory for scanning valuable documents to include all of them.
This, however, will substantially increase the time and resources required
for the QC process, even if you choose different sampling rates for each of
the inspection methods and (foolishly, IMHO) decide to re-run your quality
reference test less often.
Best regards,
Fred.
===============================
Frederic J. Grevin
Director, Records and Archives Management
The City of New York
Department of Environmental Protection (DEP)
59-17 Junction Blvd., 11th floor
Flushing, NY 11373-5108
E-mail: [log in to unmask]
Phone: (718) 595-4372
Fax: (718) 595-4387
-----Original Message-----
From: Records Management [mailto:[log in to unmask]]
Sent: Thursday, June 23, 2005 22:23
To: [log in to unmask]
Subject: [RM] Post Scan Audit Parameters For Document Imaging...
Aloha All,
This posting is directed to listserv members who employ document imaging and
are responsible for its quality control...
With greater audit and regulatory scrutiny of imaging systems due to privacy
and "best practices" considerations, I would appreciate your feedback on the
following:
1) What's an "acceptable" sample size for post-scan audit? (i.e. Audit
after
scanning by users to ensure integrity of file and no lost pages) Is 1 out
of
a 100 files an industry standard?
2) How many resources are used in post scan audit? Is it equivalent to an
FTE?
3) Does your process allow for identifing "exception" files that require
greater scrutiny? We treat all scanned files the same...
4) Do you destroy all hardcopies after scanning and review? If not, what do
you retain? We retain what we classify as "legal" documents that are
considered "risk" in litigation, etc.
5) How long should you retain hardcopies after scanning and review before
destruction? We keep ours for 7 days after post scan audit...
We're trying to get a "feel" of the prevailing practices in the document
imaging community as we grapple with regulatory concerns. The question will
ultimately be whether we need to keep all hardcopies to meet regulatory
concerns. If so, then the BIG QUESTION will be whether "imaging" justifies
the cost of maintaining documents, etc.
I would appreciate your responses on the list or direct to my email address:
[log in to unmask]
Mahalo!
Brian A. Moriki
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