The following resources are available to assist departments in the decision of whether to scan records or not. Please contact the Records Officer with any questions.
- UWSA- Records Management Guidelines for Information Technology Systems (webpage)
- UW-Madison Guidelines for Document Imaging and University Records [pdf]
- 2016 Capture and Imaging of UW-Madison Records– [pdf] presentation that covers the requirement for scanning university public records.
- Document Imaging and Capture for University Offices? [pdf]
- Think About Imaging University Records? See Digitization Guidelines for Records (YouTube Video) 6 min 25 sec.
- Guidelines on Digitizing UW-Madison Paper Documents – Your Path towards successful Imaging Projects. [pdf]
What is a Records Management File Plan? A file Plan is a document that provides transparency in the management of university records. Departments and units should develop a file plan which documents their records management processes and where and how information is managed. Your Department/Units Imaging and capture process should be documented.
- 2017_Records,File Plans, and Retention-Creating a Roadmap to Success- slides[pdf]
- 2017 Job-Aid for University File Plans
- 2017-File-Plan- Template form[Word format] For use by department or units.
Frequently Asked Questions for Electronic Records and Imaging [pdf.] Questions pertaining to recordkeeping.
When Copy Deemed Original Record Wis. Statute 16.61(7) Electronic format is deemed an original public record if all of the following conditions are met:
- Electronic format accurately reproduces the content of the original
- Complies with minimum standards of quality for such copies
- Arranged, identified and indexed so that that any individual or component of the record can be located with the use of proper equipment
- Records officer, custodian, or designee executes a statement of intent and purpose describing the records to be reproduced or transferred to electronic format, the disposition of the original record, the disposal authorization number assigned, and executes a certificate verifying the records are handled in the normal course of business. (Basically this is saying that there needs to be a record schedule for all records that are being imaged).
The above is a paraphrase of the statute.
What Format should be Used for Storage?
Formats for storage of images can be in a TIFF (Tagged Image File Format) or in PDF-A. The decision on which to use is often based more on what and how the files will be used than on any technical issues.
ISO-standard for digital preservation or archivng of electronic documents. Good taxonomy, classification and naming conventions should be in place when using the PDF-A format.
Viewing – As an open standard, every application has a means to view a PDF document, and will not require special viewing software. If the documents will eventually be viewed over the internet, then PDF should be seriously considered. PDFs are also more printer-friendly.
Legal Requirements – There may be requirements for storing documents as PDF/A for compliance reasons as this specific format guarantees that the document will be viewable in decades to come regardless of the Operating System (OS) platform.
Multiple Formats – There are many flavors of PDF allowing you to choose the one that best fits your needs. Some examples include:
- PDF/A for archiving
- PDF/E for engineering
- PDF/X for print production
- PDF/VT for variable data and transactional printin
TIFF image files were created in the mid 1980s. Aldus Corporation began scanning images in black and white as well as their faxes into a fully digital format. Today TIFF can be grayscale or color and there are a number of advantages that can come with using TIFF over PDF.
The Size of Your Documents – Multi-page documents can be scanned as single-page or multi-page TIFFs. If scanned as a single-page TIFF, you will be able to retrieve and view the document much quicker than if it was scanned as a multi-page TIFF or PDF.
Will You be Adding Pages? – Signature sheets, new pages, addendums etc., can all be added to a document that was scanned as a single-page TIFF, but not to a document scanned as a multi-page TIFF or PDF.
Storage Requirements – TIFF is a compressed format, and usually requires less storage space than PDF. If you are scanning and converting a large number of documents, TIFF is usually more efficient.