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<br /> Washington State Archives <br /> Office of the Secretary of State <br />Requirements for the Destruction of <br />Non-Archival Paper Records After Imaging <br />Version 1.1 (May 15, 2012) <br /> <br /> <br />Page 2 of 6 <br />Minimum Requirements to “Scan and Toss” CHECKLIST <br />1. ARE THE RECORDS ELIGIBLE? <br /> <br /> <br />Only “NON-ARCHIVAL” records are eligible for early destruction after scanning. (See page 3.) <br />2. ARE THE RECORDS BEING SCANNED TO ENSURE A COMPLETE AND ACCURATE COPY? <br /> <br /> <br />Quality control procedures implemented to ensure capture of complete and accurate copies. (See page 3.) <br /> <br /> Short-term records (6 years or fewer) imaged with an acceptable file format such as PDF, PDF/A, JPEG or TIFF. <br />(See page 4.) <br /> <br /> Long-term records (longer than 6 years) imaged with an acceptable lossless file format such as TIFF or PNG. <br />(See page 4.) <br /> <br /> <br />Black & White (bitonal) documents containing fonts no smaller than 6-point and grayscale records scanned with a <br />resolution of at least 200 dpi. (See page 4.) <br /> <br /> <br /> <br />Black & White (bitonal) maps, engineering drawings, and other bitonal documents containing fonts smaller than <br />6-point, fine detail, or poor contrast, scanned with a resolution of at least 300 dpi. (See page 4.) <br /> <br /> <br /> <br />Color records scanned with a resolution of at least 150 dpi. (300 dpi recommended. See page 4.) <br /> <br />3. ARE IMAGES ACCESSIBLE AND PROTECTED FOR THE ENTIRE REQUIRED RETENTION PERIOD? <br /> <br /> <br />Appropriate steps taken to protect images from deletion, alteration, or other damage/loss. (See page 5.) <br /> <br /> <br /> <br />Appropriate planning and strategies implemented for migration and technology changes. (See page 5.) <br /> <br />Please note: State government agency staff MUST consult with the agency’s Records Officer on all matters relating <br />to the maintenance, retention, transfer and/or destruction of public records in accordance with RCW 40.14.040. <br />