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3. Ensure copies of original records are complete and accurate. Records that are not <br />completely and accurately captured must not be destroyed. <br />a) Scan with a resolution of at least 300 dpi. <br />b) Scan to black and white, unless gray-scale or color adds visual information or <br />detail that would be lost in black and white. <br />c) Enhance the copy by image processing: de-skew, de-speckle, and auto-rotate. <br />d) Save as TIFF images. <br />4. Verify the accuracy of the scan. <br />a) Each image, or a sampling of images, must be visually compared to the source <br />record to verify that an accurate representation is being captured. This should be <br />performed by an employee other than the one who scanned the records. Single <br />record scans may be verified by the employee who scanned the record. <br />b) 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 />c) If the source document is not completely legible or a complete and accurate image <br />cannot be obtained and verified, the source document must be retained for the <br />entire minimum retention period and the scanned image labeled as ‘Best scan <br />possible’. <br />5. Third-party scanning <br />a) If the Washington State Archives Imaging Services or a third party vendor <br />performs the scan they must also comply with requirements of this document. <br />b) A confirmation of review and the destruction of the original source documents is <br />required. <br />c) If the vendor will not be destroying the source documents, make arrangements for <br />them to be returned to Kittitas County for destruction following completion of the <br />digitization verification. <br />6. Ensure images are accessible and protected for the entire retention period. <br />a) Save the digitized documents as they are created. <br />b) Documents must be named and stored in a manner that is reasonable for future <br />reference and destruction by retention is not hampered. <br />c) Follow your department’s records organization procedure and filing plan for <br />electronic records to ensure consistency and efficient accessibility. <br />d) It is recommended images be stored in Laserfiche for the remainder of their <br />retention. <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 (DAN GS50-09-14 Rev. 3). <br />Then, after the appropriate retention period, destroy the digital copy and record its <br />destruction using the CAMAS Request for In-House Destruction – Local Government. <br />8. Other quality control measures to consider should include: <br />a) Test scanners on a regular basis. <br />b) Periodically check that indexing/metadata is accurate and appropriate. <br />c) Perform a secondary review of scanned documents.