Scanning is the most popular method for dealing with records reformatting. Scanning, also referred to as digitizing, is the conversion of materials in print form to a computer-readable format. When undertaking a reformatting project, departments and offices should:
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Adhere to university policy and acceptable industry standards when microfilming or creating digital scans of university records.
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Properly store and migrate digital images to ensure their long-term preservation and accessibility.
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Consult with the Brown University Library's Center for Digital Scholarship (http://library.brown.edu/cds/) for more information.
This is a set of best practices for digitizing paper records and using the electronic version in place of the paper original. Please contact the Records Manager with any questions.
In order for scans of University records to meet Brown’s needs for adequate recordkeeping, the following minimum requirements must be met:
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The scan must be complete, including all parts of original document;
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The scan must be legible. Scans should be reviewed for legibility as a part of regularly conducted quality control checks. Considerations for legibility include:
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The scan is not blurred or indistinguishable, text is readable, if colors or images are important then documents are scanned in grayscale or color.
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Each individual document is captured completely; and The resulting image is not crooked or skewed.
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The document must be scanned at a resolution that will capture the finest significant details of the original, typically a minimum resolution of 150 dpi for text, 300 dpi for images or higher;
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The scan must be saved in PDF or TIFF format and must not be further altered; and
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The scan should be saved in a location that is known, identifiable, secure, and backed up on a regular basis by CIS or by department IT staff.
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As with paper records, scanned records must be accessible when needed,
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kept in a secure location to prevent accidental or intentional alteration or loss,
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named and organized
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Please note that these standards are the minimum required and will be acceptable for most non-permanent records. In some instances higher standards may be appropriate.
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For example, if an original document is faded or badly printed, the scan may need to be done at a higher resolution or the image may need manipulation to make it legible. The ultimate goal in adhering to these standards is to produce reproductions of the original records that will serve as acceptable supporting documentation for audits and legal matters. Scans that are not legible, complete, and secure yet accessible to authorized people when necessary, are not acceptable forms of supporting documentation.
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Records with original signatures may be scanned or migrated for storage for the remainder of their retention. As with other records being scanned they should be scanned at the recommended technical requirements.
The University's current digitization vendor is:
KONICA MINOLTA Enterprise Content Management
Paul Connolly
ECM Solutions Consultant
Phone: 401-298-1026
pconnolly@kbms.konicaminolta.us
If you have any questions about these guidelines, please contact the Records Manager.