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Records & Records Management

BPM-908 Document Imagery

Revised August 1, 2009

IMAGERY POLICY

Records Management has direct responsibility for establishing policy and providing guidance to University departments in the imagery of University records to ensure the required information is available for the University's long-term use. To ensure the availability of information, images created must conform to the American National Standards Institute (ANSI) and Association of Image and Information Management (AIIM) standards.

To ensure the imagery standards and requirements are met, departments are responsible for implementing the following requirements:

DOCUMENT IMAGERY

Document imagery includes both microfilm and electronic imaging processes. Microfilm has been used for many years and is the still the most cost effective and best available technology to use for records that have long (more than 10 years) retention requirements. Electronic imaging works well on records that have shorter (less than 10 years) retention times and very active access andretrieval requirements. Electronic imagery may be used on records that have longer than 10 year retention times but provisions must be made for migrating electronic images or use of a microfilm/electronic imaging system (commonly called a hybrid imaging system) where both a microfilm image is created for long term retention and an electronic image for near term usage.

ELECTRONIC IMAGING REQUIREMENTS

  • Departments doing their own electronic imaging or using imaging service bureaus to convert records to electronic images are responsible for seeing that all ANSI & AIIM standards are followed.

  • It is the department's responsibility to ensure any records converted to electronic images will be migrated or available in some format that permits the University to retrieve the records information for the time period required by University Records Retention Authorizations.

  • All records converted to electronic images are to be backed up to ensure availability. Back up images are to be stored off site in another building or at the University Records Center.

MICROFILMING REQUIREMENTS

  • Departments doing their own microfilming or using microfilm services bureaus to convert records to microfilm are responsible for seeing that all ANSI & AIIM standards are followed.

  • For Records Retention Authorizations having a microfilming requirement as part of the retention provisions, those records must be microfilmed before they can be destroyed. If electronic imaging is used in lieu of microfilm, departments are responsible for following the requirements listed below under "Electronic Imaging Requirements."

  • All original camera microfilm will be sent to the University Records Center for retention and storage. Only microfilm duplicates will be used for departmental usage, unless the usage of the original camera film is approved by Records Management.

POLICY EXCEPTIONS

Library, archival, manuscripts and other similar materials held as reference materials are not subject to Records Retention Authorizations requirements and therefore, are not subject to this policy.