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Requirements for Digitization

(5) Media files must be digitized according to the type of material or, if the multimedia components are preserved in their original format, they must be digitized by metadata in accordance with the requirements specified in § 1236.54; and (5) quality control procedures to identify and correct scanning errors in accordance with the requirements of section 1236.56; The standards in this proposed set of rules apply retroactively to digitized permanent records that have not been transferred to the National Archives. If authorities determine that their previously scanned documents do not meet these standards, further scanning may be necessary. The rescanning of documents allows authorities to use the GIS as an authority to destroy original paper documents and transfer newly scanned documents to NARA. Some organizations may find that a combination of these options is required to address issues with previously scanned paper files. (4) You must also document the contents of any electronic or analog storage media, such as CDs, DVDs or magnetic tapes, that you discover while preparing recordings for digitization. (h) The authorities shall transfer the administrative, technical and descriptive metadata collected during the digitization project, as defined in Article 1236.54, together with the scanned documents. The Federal Agencies Digital Guidelines Initiative (FADGI) is a joint initiative of federal agencies to formulate technical guidelines that form the basis of many technical parameters of digitization in this part that correspond to the three-star level of the FADGI. You can access the IGAD online at www.digitizationguidelines.gov/guidelines/digitize-technical.html. While this rule is proposed and under development, we recommend that organizations discuss digitization projects with their General Counsel and CRA records officer before disposing of original permanent documents. Organizations must continue to follow the process outlined in the General Records Schedule, 36 CFR 1225.24, and NARA Bulletin 2010-04, Guidance Concerning Notifications for Previously Scheduled Permanent Records (www.archives.gov/records-mgmt/bulletins/2010/2010-04.html). Home Page Print 77097 (1) Implement an image quality analysis process and use device-level reference targets to verify that scanners meet the imaging parameters in this subsection. Descriptive metadata are pieces of information that describe the records or records themselves.

They apply to both the original source documents and all versions created by scanning. Descriptive metadata elements for individual source records include elements such as the title of a record, a description of its contents, its creator, and the date it was created. These elements support document discovery and discovery. Projects that lend themselves to digitization must have erased their copyright before proceeding. Collections whose copyright belongs to the institution and that have been created by the institution or that are in the public domain should have priority as collections that do not have copyright authorizations or have unclear copyright agreements. There is no point in an organization spending time, money, and talent to digitize something it can`t publish. (c) scanning requirements for mass digitisation of paper documents in good physical condition. For these records, create image files (as described in Table 1 of paragraph (c)) that are 300 dpi in size from the original document. (ii) In the case of scanned versions of paper documents, determine whether they meet the scanning standards set out in this paragraph. If so, make sure they remain linked to the rest of the recordings in the original mixed media file. If not, scan the original paper documents in accordance with the standards of this Subpart. (e) Once validated, you may dispose of the original source records in accordance with a NARA-approved data set plan that governs disposal after scanning.

(a) When completing a digitization project, you must verify whether the scanned versions comply with the standards of §§ 1236.41 to 1236.56. (1) The specifications of point (c) of this Article apply to paper documents suitable for mass scanning with high-volume scanners. To be eligible for these standards, documents must be in good physical condition, with well-defined fonts (e.g., typesetting, typed, laser printed, etc.) and moderate to high contrast between the text ink and the background of the paper. (e) Technical metadata. (1) Technical metadata is the metadata generated by the scanning device during the scanning process. (3) Before starting a scanning project, you must have mental and physical control over the original documents that will be included in the project. In addition, you must create an inventory of documents to be scanned, ensure that the proposed series are complete, document missing documents or gaps in coverage in accordance with § 1236.46, document any restrictions on source documents that also apply to scanned documents, and note them as metadata in accordance with § 1236.54. You must maintain intellectual and physical control over the recordings throughout the project. (1) Consider all documents included in the project scope prior to digitization.

You must note all missing or retained records in their original form in the details area of the Electronic Archives (ERA) Transfer Request (RT) instrument and include scans of all loan files so that ignored or missing records can be cached when transferred at a later date. The assessment of the retention of project requirements includes the following considerations: Quality control (QC) is an activity in which products are inspected through inspections or testing to determine if they meet their specifications. The aim is to detect errors (deviations from specified requirements) in products or processes. (a) A successful digitization project relies on preserving source documents in their original order throughout the process, capturing all information and characteristics of the source material, and conducting visual and automated QC inspections at multiple stages of a project to ensure that the resulting digital record is complete. (b) The validation shall be performed by separate personnel, independent of the personnel who performed the scanning quality control inspections described in § 1236.56. Transmissive scanning is a process in which the system transmits Start Printed Page 77100 light through a photographic slide or negative. Quality assurance (QA) is the proactive quality management (QM) activity that aims to prevent errors by ensuring that a particular product or service meets certain requirements or specifications. A quality assurance program relies heavily on quality control (QC) data to look for patterns and trends. Quality assurance activities also include controlled experiments, design reviews and system testing. Quality assurance programs can improve quality by creating plans and policies or by creating and delivering training. (iii) Image quality settings that you must meet to capture the appropriate level of detail from the original in order to interpret the information contained in the datasets, including resolution[1], color, and fidelity. See § 1236.50(c) for minimum requirements for image quality settings.

The color mode must be color or grayscale. We do not accept bitonal mode for permanent recordings. You must scan in color if the original source documents are in color. Retention requirements for scanning contractors include: (b) This subsection does not cover the standards and procedures you must apply when scanning permanent documents using transmissive scanning techniques. These documents include photographic negatives, transparencies, aerial film, roll film, and micrographic and radiographic documents. In addition, this subsection does not cover recordings on dynamic media such as film and audiovisual recordings, videotapes and audio cassettes. (1) Comply with the file format requirements set forth in § 1236.48, (a) This subsection deals with the standards and procedures that you (an agency, employee, or representative acting on behalf of the agency, for example: Contractors) if you scan permanent paper documents using thoughtful scanning techniques.

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