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Date: | Mon, 25 Jun 2007 12:02:24 -0400 |
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All,
I work for a wildlife research facility that is part of the Animal Plant
and Health Inspection agency (APHIS), which is part of the USDA. APHIS is
just beginning to think about scanning records. I am to identify all the
processes in my corner of APHIS that receive or generate hardcopy
documents that would be candidates for scanning. The "first step in
identifying this information is identifying as comprehensively as possible
all the processes utilized in APHIS that receive or generate documents and
collecting essential information about those documents." Doing this is
not a commitment, just a survey of what we have.
The survey is the easy part. What will be next is identifying what should
be scanned. As usual, there are people here who say "scan it all" and
others who say "it's a waste to scan anything." My concern when I hear
"scan it all" is that we should only scan records that are accessed
frequently enough to warrant the expense of scanning. I'm interested in
hearing how others decide what records to scan based on their access
level, and what is that level. Is it once a month, is it once a week, is
it every two weeks? I know all organizations are different, I'd just like
to hear about ratios and how those decisions were reached.
Many thanks,
Nancy Freeman, Records Manager/Archivist
National Wildlife Research Center
4101 LaPorte Ave.
Fort Collins, CO 80521
(970) 266-6023
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