Digital Imaging - Disposing of Non-Permanent Original Paper Records That Have Been Scanned
OPRA -- Public Records Policy 02: Digital Imaging
In August, the Office of the Public Records Administrator (OPRA) issued Public Records Policy 02: Digital Imaging. This policy supersedes General Letter 2001-01 Standards for the Use of Imaging Technology and must be read in conjunction with the Digital Imaging Standards.
Policy 02: Digital Imaging applies to all state agencies within the executive department, municipalities, and other political subdivisions of the state, that scan records either in-house or using vendor services.
In addition to the policy and standards, there is a new disposition form that must be used to request authorization to destroy original paper records after scanning. Form RC-108.1 for state agencies replaces the Digital Imaging Certificate of Compliance that agencies and municipalities were formerly required to submit to the Public Records Administrator. This form certifies compliance with the policy and designates the scanned image as the official record copy.
Public Records Policy 02 permits state agencies and municipalities to scan and destroy original paper records that have a retention period of less than permanent. After the approved disposition of original public records in paper format, the digital images must be maintained in compliance with the retention requirements listed on the applicable records retention schedule issued by the Public Records Administrator.
The policy, standard, and RC-108.1 form may be accessed at these links:
Please note that the process for submitting the RC-108.1 form is the same as that currently in use for the Disposal of Old Paper Records. However, if you have any questions about Policy 02, or if you would like additional information, please do not hesitate to contact me at x26205 or email@example.com.
Phil Koslowski, MILS
University Records Specialist