Hi Nolene,
Many organizations document their scanning processes, but to significantly
varying degrees. This is in part because scanning applications differ quite
a bit in what they document automatically in audit trails and system logs.
I'd say at a minimum you want to document the procedure used, such as how QC
is performed (100%, statistical sample, random sample), how indexing is done
and verified, where images are stored once QC is complete, that type of
information. In the example you cite, I'd want to know the process the
department uses to verify the image accuracy and quality.
Note also that at least in the US, as far as I know every state has enacted
the Uniform Photographic Copies of Business and Public Records as Evidence
Act, which states that "...Such reproduction, when satisfactorily
identified, is as admissible in evidence as the original itself in any
judicial or administrative proceeding, whether the original is in existence
or not...." Usual caveat applies here - I am not a lawyer (IANAL) - but the
admissibility of an image is the same as the admissibility of a photocopy
generally speaking. Where the process part comes in is in the types of
information I noted above - the general processes and procedures followed,
not the specifics of *this* TIFF or *that* PDF.
Hope this helps,
Jesse Wilkins
CDIA+, EDP, LIT/ERM, ICP, ERMs, ECMs
IMERGE Consulting
[log in to unmask]
(303) 574-1455 office
(303) 484-4142 fax
Visit www.imergeconsult.com/ermworkshops.html for scheduled AIIM ERM
workshops
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Nolene Sherman
Sent: Tuesday, March 07, 2006 4:01 PM
To: [log in to unmask]
Subject: Re: [RM] scanning question
I have not yet dealt with imaging. I get the theory, but I am a bit ignorant
of the nuts and bolts. I often see messages where it's stated that to be
admissible as evidence the process must be documented or you show your QC
logs, or something of that nature. What exactly is being done and
documented?
The reason I ask is that one of our divisions has been imaging for a while,
but when I ask if they have scanning logs (admittedly, I'm not quite sure
what I'm asking for), they have no idea what I'm asking for either nor think
they need anything. I've been told by the head of that department that they
verify that the image is a accurate copy at the time they turn over an image
(or perhaps a printout of an image) to attorneys. Before I go and do battle,
if I need to, me thinks I need more ammunition -- this manager already
thinks she knows everything and that I'm a charlatan that gets my info off
the internet (which I guess, technically I do ..... )
Nolene Sherman
(949) 789-1668
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Chris Flynn
Sent: Monday, March 06, 2006 10:03 PM
To: [log in to unmask]
Subject: Re: [RM] scanning question
Linda,
Imaging should be designed to capture the record as part of the business
process. Regardless of the version of the record. Document your process and
you'll be fine.
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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