Section 5: Considerations of Imaging Documents
Anchor: #i1037181Considerations Before Imaging Documents:
Frequently Accessed Records:
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- If the official records are frequently referenced, (internally or externally) then document imaging should be considered. Anchor: #BWIVBJOW
- If the official records are not referenced frequently, then imaging is not considered.
Retrieval Time to Access Records:
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- If a record needs to be readily available, then document imaging should be considered. Anchor: #XDLGHFWG
- If multiple employees need access to the same record document imaging should be considered. Anchor: #CVVGVFWY
- If repetitive access is to be constant, then document imaging should be considered.
Cost Considerations:
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- Consider if the cost of imaging records will be achieved before the expiration of the records retention period is fulfilled. Anchor: #WKSNDHWF
- If the official record has fulfilled the retention period before you have recovered the cost of imaging, then it is not a reasonable investment.
Imaging as a Preservation Strategy:
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- Consider the risks and costs of long-term preservation (migration, ensuring authenticity, future accessibility) before imaging official records with a permanent retention. Anchor: #QXLUXYAD
- Imaging documents should be used to improve access, rather than long-term preservation.
Imaging Planning Considerations:
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- Digitizing everything for the sake of eliminating all paper is not a recommended practice. Anchor: #GMBGWPVF
- TxDOT Records Management can assist in the decision process on which records to focus for imaging.