Laura,

I've worked for a few municipalities that scanned these types of
records. Our procedures were:

1.	Log a batch in a log book & scan. (Every batch had a batch sheet
with a place for 	the person scanning to initial.)

2.	A different person QC's the scanned batch to make sure every
page was captured. 	If not, that person inserted the page(s). This
person also QC's image quality. This 	person initials the batch sheet.

3.	Another person would index & initial the batch sheet.

4.	Another person would QC the indexing, "submit" the batch,
initial the log book as 	submitted to a software program, and
initial the batch sheet.

5.	Another person would submit selected batches to an archive
writer to be written to 	film for backup, initial the batch sheet
and to final software program.

One the film comes back it is checked to see if the "stamp" on the image
is correct and looks at the film quality. The "stamp" is a location code
that the programs matched with the image in case you need to search the
film for a specific image. One the film is deemed "OK", the batches are
submitted as "final" and are put in a "cabinet" in the program.

When all of these steps are completed, the paper can then be destroyed.
Some paper was NOT destroyed such as minutes, resolution, etc.

Note - "Another person" only means the same person could not perform 2
of the above steps in a row.



Steve Morgan
C.J. Segerstrom & Sons, Records Manager 
[log in to unmask]
714.438.3228 Phone
714.546.9835 Fax

To Keep or Not to Keep... Is that Your Question?

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]