Document Imaging Basics for Campus Departments

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A short document imaging presentation for University of Illinois departments.

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Document Imaging Basics for Campus Departments

  1. 1. Document Imaging Considerations Raymond K. Cunningham, Jr. Certified Records Manager Certified Archivist Certified Document Imaging Architech Electronic Records Management - Master
  2. 2. Document Imaging is the bridge between the paper world and the digital world.
  3. 3. Document Imaging <ul><li>Purpose of Document Imaging </li></ul><ul><li>When to implement </li></ul><ul><li>When not to implement </li></ul><ul><li>Security Considerations </li></ul><ul><li>Can I destroy my paper? </li></ul>
  4. 4. Purpose of Document Imaging <ul><li>Document imaging is for document distribution </li></ul><ul><li>Document imaging is to enhance workflow, not impede it </li></ul>
  5. 5. When to implement <ul><li>When a document imaging plan has been written studying workflow, functional classification, IT capabilities and records retention </li></ul>
  6. 6. When not to implement <ul><li>When you cannot find the paper, why do you think you will be any more likely to find the image? </li></ul><ul><li>If your supervisor says “Image everything” you should think twice </li></ul><ul><li>If you are having IT issues in your unit, document imaging will often add more difficulty </li></ul>
  7. 7. Security Considerations <ul><li>Know what you are scanning. Does the material contain personal information? </li></ul>
  8. 8. Can I destroy my paper? <ul><li>Only with a retention schedule. Consult with the University Archives on all records retention issues </li></ul>
  9. 9. Summary - Important Issues <ul><li>Planning makes for good outcomes </li></ul><ul><li>Make sure you partner with your IT department </li></ul><ul><li>Some records are best left in paper </li></ul>

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