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RECMGMT-L  February 2001

RECMGMT-L February 2001

Subject:

Re: estimating scanning effort

From:

"A.S.E. Fairfax" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Thu, 15 Feb 2001 16:23:51 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (75 lines)

It is because Peter is a certified archivist and his many past contributions
to the list indicates that he surely knows that there are historical factors
necessary to the equation that my tone may seem a little harsh. In some
places it is permissible to keep only the electronic document, and as long
as it is migrated, the original paper record--whatever its appraised
value--may be destroyed.

 The conflict not conveyed in his message, and which I hoped to convey,  is
that there is a denial of the inherent value of the paper document in the
destruction of source documents which some jurisdictions allow to be
destroyed even if they have been appraised as historical and worthy of
preservation.

 Because the preservation of historically valuable records may unfortunately
be allowed by migrating data in some jurisdictions, more needs to be said.
Often these are the jurisdictions that don't "get it" that much of what is
appraised as worthy of permanent retention has the potential to provide
information apart from anything the originator may have intended, and this
is only realized if the source documents are preserved.  It is not often
taken into account when doing historical appraisals of records if the goal
is to "get rid of the paper" where preservation is allowed by migrating
data.
Island County Records and Information Services
 e-mail to [log in to unmask]

 Thoughts and opinions expressed here are my own.

> ----------
> From:         Lawrence Medina[SMTP:[log in to unmask]]
> Sent:         Thursday, February 15, 2001 12:27 PM
> To:   A.S.E. Fairfax
> Subject:      Re: estimating scanning effort
>
> Elizabeth-
>
> >No, Peter, the purpose of all scanning should not be to eliminate paper,
> or
> >other source materials on which data may be recorded.  If possible, it is
> >good to combine an imaging operation with that of producing microfilm for
> >the preservation of the information in the records, but some records have
> >inherent value, and the originals alone have that quality.
>
> OUCH!  Sounds sort of like a direct chastisement of a person's knowledge
> base!
>
> >  >But isn't the scanning designed to eliminate the paper? If the intent
> is
> >>to scan and use only the images why retain the hard-copy unless the
> hard-copy
> >>has been identified as historically significant. the rebinding effort
> would
> >  >cost as much or more than the pre-filming document preparation effort
>
> Don't know if you've been following this thread since it's inception,
> but the intent of the original poster was to scan/index/image and
> eliminate the paper, which is what Peter had responded to.
>
> As Peter stated in the text you quoted, "unless the hard-copy has
> been identified as historically significant" shows he was aware of
> the inherent value of preserving originals.... not to mention the
> countless past posts on the subject and the "Records and Archives in
> the News" articles over the past many years.
>
> In a faceless environment like the Internet, tone means a lot...
> sometimes it's advisable to either read an entire thread prior to
> responding to the List or to make one's comments/responses "less
> direct" than this one was.
>
> Just my personal opinion....
>
> Larry
>

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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