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Procedure <br />Digitizing records, verifying digitized records, and documenting the destruction of records after <br />digitization: <br />1. Determine if the record is archival or non-archival. This procedure is intended for non- <br />archival records only. For archival records, see Imaging and managing archival records. <br />2. Determine the retention values of the non-archival records being digitized by consulting <br />the appropriate retention schedule. For information on determining the appropriate <br />retention schedule, see Using records retention schedules. <br />3. Determine who will be responsible for the digitization, review, and destruction of the <br />documents. <br />4. Follow the Requirements for the Destruction of Non-Archival Paper Records after <br />Imaging “Scanning and Tossing” (to ensure scanning is done properly, refer to the <br />“Minimum Requirements to “Scan and Toss” checklist on page two). <br />a) The document scanning technology being used must be capable of creating <br />archival quality digital images (refer to “What Formats Should Be Used?” on <br />page four). TIFF is the preferred format and 300 DPI is the preferred density. <br />b) Quality control procedures recommended for scanning should be used including <br />de-skew and de-speckle. <br />5. Save the digitized documents as they are created. Documents must be named and stored <br />in a manner that is reasonable for future reference and destruction by retention is not <br />hampered. It is recommended that departments set up and follow a standardized format <br />for storing documents to ensure consistency and efficient accessibility. It is recommended <br />images be stored in Laserfiche for the remainder of their retention. <br />6. Verify the accuracy of the scan. This must be done by either the employee creating the <br />scan or the third party vendor responsible for the digitization. <br />a) If the digitization will be done in-house, the documents, or a sampling of selected <br />images and source documents, must be visually reviewed by the employee to <br />verify that an accurate representation of the original is being captured. <br />b) If the digitization will be done by Washington State Archives Imaging Services or <br />a third party vendor, a confirmation of review and the destruction of the original <br />source documents is required. <br /> If the third party vendor will not be destroying the source documents, <br />make arrangements for the source documents to be returned to Kittitas <br />County for destruction following completion of the digitization. <br />c) In instances where a complete and accurate image cannot be obtained and <br />verified, the source document must be retained for the entire minimum retention <br />period (and the image should be labeled or tagged as “best scan possible”). <br />d) In instances where the content of the source document is not completely legible <br />(faded receipt, coffee stain covering information, etc.), the source document must <br />be retained for the entire minimum retention period. (If the image is more legible <br />than the source document, retention of the source document is not necessary.) <br />7. Record the destruction of the original document using the CAMAS Request for In-House <br />Destruction – Local Government (Records Management Policy - 3.3.2 Digitizing and <br />Destroying (Scanning and Tossing)) and destroy the originals. Then, after the appropriate