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Subject: Re: Standards
From: "Alfaro, Vladimir" <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Fri, 21 Nov 2008 13:04:31 -0500
Content-Type:text/plain
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Thanks very much Larry for your sage advise!  Much appreciated.
Regards,

Vladimir

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Larry Medina
Sent: 21 November 2008 12:41
To: [log in to unmask]
Subject: Re: [RM] Standards

>Quick question to the group, does anyone know if there are standards
>that deal with the conversion of paper records - specifically HR
Records
>- or any record type really- to digital format (PDF format)?   If so,
>would you point me in the right direction?


A word of caution here about what standards are and what they are not...

Standards describe/define methods and procedures for doing something,
but
they are not regulations or laws that must be followed unless the use or
adherence to them is required in a regulation or a law.

In the case of scanning/imaging HR source documents, there are many
other
considerations to take into account.  Things to consider are:

that the quality control used to ensure everything that appears on the
original source document is captured legibly in the resulting image,
 
that the content is indexed and describes sufficiently to allow for
access
to the content after the conversion, 

that the manner in which they are being stored (and the media on which
they
are being stored) has sufficient access controls in place to ensure only
the
individuals legitimately authorized to have access are allowed to (it's
not
like locking a file room door or a cabinet drawer and limiting access to
the
keys)  

that the system and application the images are stored on will allow
persistent access to the content for the period prescribed by law for
the
retention of the information

that the system and application allow for proper expungement and/or
redaction of the content when it's time to disposition the records of
employees no longer employed by the firm  (including what is stored on
backups)

that records can be properly secured in the event of an e-discovery case
to
limit exposure of only the records related to the case during production

Much of what needs to be considered is related to process and practice
more
than standards.  Sure there are the issues of ensuring capture at
appropriate resolutions to allow for viewing of the images, deskewing,
despeckling, elimination of background, possible OCR/ICR capture of
content
to populate data tables, etc... but that's the easy stuff.

Larry

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