Nancy:

There first question you need to answer is "how will we benefit from scanning the documents?" Will there be improved access, more efficient work processes, improved security, saved space, etc.? You should consider scanning the records where you can identify tangible benefits to having the in electronic form rather than paper, and not when you can't.

As far as frequency of scanning, that will all depend on the work flow associated with the records and where scanning fits in that flow. Where you are trying to eliminate paper from the  work flow scanning at the time of receipt (daily) is more likely. Otherwise you adapt the scanning cycle to however it best fits into the larger work process.

It winds up being very case specific. So you need to define your different cases. Whether and when to scan should follow logically from an analysis of those cases.

Feel free to contact me off list if you'd like to discuss in more detail.

Jimmie E. Savage, CRM
Manager, Member Data Services
Teacher Retirement System of Texas 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Nancy Freeman
Sent: Monday, June 25, 2007 11:02 AM
To: [log in to unmask]
Subject: [RM] how to determine scanning


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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