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Imaging Standard

Policy Code: 
DMT001-04.1
Effective Date: 
November 3, 2004
Revision Number: 
1

Purpose

To share knowledge and data, coordinate training, promote user groups and reduce cost of training and purchase of tools.

Standard

  • All new Enterprise EDMS capture systems shall use the tools as identified in DMT001-04.1a.
  • If a record has a permanent retention, then the minimum dpi shall be 300 dpi, else 150 dpi shall be the minimum.
  • Standard Image Formats include:
    • .tiff (G3 & G4)
    • multi-page .tiff
    • .pdf
    • .jpg
    • .bmp
    • .gif
    • .djvu
  • Written procedures must be in place for imaging documents to prove document trustworthiness per Federal and State Rules of Evidence and other applicable regulations.

Policy

Tools will be consistent throughout the enterprise.

Applicability

  • All documents defined as a record per N.D.C.C.
  • This standard applies to all executive branch state agencies excluding the University Systems Office and other higher education institutions, i.e. campuses and agricultural and research centers.

Definition

Capture System
A system for automated scanning or processing of documents. Includes scanning, indexing, quality assurance, and storage. Capture Systems are typically associated with an EDMS.
EDMS - Electronic Document Management System
A collection of enabling technologies used to create, index, capture, store, retrieve, and manage electronic objects. Technologies generally included are document management, imaging, e-forms/forms processing, report management (COLD – Computer Output to Laser Disk), and workflow.
Imaging
Process of creating an electronic picture of a document using a scanner or electronic process.

Guidance

Refer to the EDMS Best Practices document.

Non-Compliance

Non-compliance with this standard shall be reported to the Office of the State Auditor.

Version Control: 
This standard supersedes standard STD007-98.

Tools

  1. Verity Teleform
  2. FileNet Capture
  3. Open Scan – Mail Scan
  4. Wappapello
  5. Neuroscanner – specific to the Neurolog brand scanner

Drafted By

EA Domain Team for Document Management

 

What Our Customers Are Saying

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June 11, 2013
 
 

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