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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 4 of 6 <br />What Formats Should Be Used? <br />There are some differences between the most commonly used formats. Formats are subject to changes and updates, <br />and newer versions may not be always be backwards compatible or be suitable for long-term preservation. <br />For shorter-term retention (fewer than 6 years total), either a lossless or lossy image format may be used. Acceptable <br />file formats include: <br />• TIFF, PNG <br />• PDF, PDF/A <br />• JPEG, JPEG 2000 <br />Long-term records (more than 6 years total retention) require lossless image formats in order to ensure preservation. <br />The current recommended formats are: <br />• TIFF (Group 4 for Black & White (bitonal) images; Group 5 for grayscale and color images). <br />• PNG <br />• For “ARCHIVAL” images that are to be transferred to Washington State Digital Archives, the recommended <br />format is TIFF (Group 4 or Group 5 for scanned images). <br />• If an agency chooses to use data compression to save space, a lossless compression method must be used for <br />long-term records. <br />Image Density (Resolution) Table (Chapter 434-663 WAC) <br />OUTPUT DENSITY <br />Black & White (Bitonal) <br />(fonts no smaller than 6-point) <br />Minimum of 200 DPI <br />Recommended 300 DPI <br />Black & White (Bitonal) <br />(maps, engineering drawings, and other documents containing <br />fonts smaller than 6-point, fine detail, or poor contrast) <br />Minimum of 300 DPI <br />Recommended 300 DPI <br />Grayscale 8-bit Minimum of 200 DPI <br />Recommended 300 DPI <br />Color 24-bit RGB Minimum of 150 DPI <br />Recommended 300 DPI <br /> <br />What About Organizing, Indexing, And Metadata? <br />• Indexing is a way to attach metadata that facilitates access, retrieval, and management of information. <br />Developing a consistent structure is key to managing and maintaining images. <br />• An agency should develop consistent naming conventions and file/directory structures to facilitate organization, <br />identification, access and retrieval for users. <br />• Agencies should capture appropriate business and recordkeeping metadata (such as type of record, Disposition <br />Authority Number (DAN), destruction date, etc.)