well, the Good Lord knows I don't live in in New Jersey and there is a whole
worls of things I don't know, and since I didn't make the list of folks that
can advise on retention schedules I should probably not comment, but being
me I guess I will. If a school in New Jersey chooses to image their own
trainscipts, thot originate at their oinstitution they mus tcomply with any
and all state and federal laws. they should also try to capture the image at
the highest possible resolution (in the dark days Archivists required
1200dpi). When I captured the transcripts at the University of Idaho, I
scanned at 600dpi. I also had a poilicyin place that no archival record with
intrinsic value could be detroyed. Disposal of archival record having
intrinsic value consisted of storage, conservation and preservation in a
vault. If i am going to fast or confusing you let me know (see Hugh to find
out vault requirements and protocols) (check the SAA manual series for
preseservation and conservation advice). when a student applies to an
istitution they provide an application that askes amont other things if they
have graduated from another institution, maybe their grade point average,
degree attained, etc., then they have provided for them a COPY of their
official transcript to verify what they stated on their application. So far
nothing is signed. The application, transcripts, and any other documets are
reviewed. A decision is made to either accept or deny the applicant. Once
they student arrives on campus, registers, signs all the appropriate
records, and attends the first day of class the the applicant becomes an
official student. This is usually called tenth day. At that point all the
application materails become elligle for disposal. I know htat souinds
outrageous, and I am sure their is a fine philisohical reason for retaining
records that don't belong to the school and contain no sgnature that you can
hold a person accountable for, then that is just the way I am. that I record
is imaged does not alter the value of a record. It might increase the cost
of the process but that is about it. we can play more if you like. we can
chat about the four values of for determining retention or contet content
and strucure or any number of other things, but that might be reckless of
me.
what kind of soap do you sell?
Chris Flynn
>From: "Daniel W. Noonan, MLS, CDIA+" <[log in to unmask]>
>Reply-To: Records Management Program <[log in to unmask]>
>To: [log in to unmask]
>Subject: Re: Scanning transcripts
>Date: Tue, 27 Mar 2007 14:23:56 -0400
>
>Chris: not true -- once again refer to the laws and regulations of the
>State of New Jersey. Your advice in regards to records disposal is
>reckless. New Jersey arguably has one of the most stringent set of records
>management guidelines with specific policies and processes for the
>management, preservation, and disposal of public records. Records
>management authority is vested in the State Records Committee with the
>State's Division of Archives and Records Management as its "administrative
>arm". The status of record vs non-record would be determined by the
>records retention schedules as developed by NJDARM and approved by the SRC.
>
>It might be argued that the records are transient or transitory in that
>once the information is extracted that disposal could occur (with the
>appropriate authorizations). However the very fact that they are being
>imaged and maintained means that they have a records value.
>
>I'll get off my soap box now -- Dan
>
>At 3/27/2007 02:00 PM Tuesday, you wrote:
>>Nishka,
>>
>>these documenets are non-record. they are used only for infrmation and are
>>the record the institution that provided them. They are used to provide
>>verification of information provided by the prospective student. All the
>>information provided may be disposed of once the student hs been admitted.
>>The exception is those students that are denied admission. Since these are
>>not your records and they are used for verification purposes only you CAN
>>strip out hte watermarks and color on scanning, which will provide you a
>>clean copy for for your purpose. I would recommned that you hold on to the
>>hard copy, as part of a batch file jsut because you have them, not because
>>you really need them. Make sure the hard copy is disposed o along with the
>>images after tenth day.
>>
>>Chris Flynn
>>
>>_________________________________________________________________
>>It's tax season, make sure to follow these few simple tips
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>>
>>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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>
>Daniel W. Noonan, MLS, CDIA+
>Electronic Records Manager/Archivist
>University Archives
>The Ohio State University
>600 Ackerman Road, Room 5822
>Columbus, OH 43202
>614.247.2425
><mailto:[log in to unmask]>[log in to unmask]
>http://library.osu.edu/sites/archives/
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance
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