Human Resources, Labour and Employment in Newfoundland and Labrador uses
a scanning solution.  It is being used due to different functions
operating out of offices in different geographic locations.  This allows
simultaneous access in multiple sites.

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Nancy Freeman
Sent: June 25, 2007 1:32 PM
To: [log in to unmask]
Subject: how to determine scanning

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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