Preparing to Scan

Document classification

  • Determine classification of document types to be scanned (e.g. What business processes do they support?)
  • Decide what to do with the original files
    • (e.g. Will you need the originals after the scanning project is complete? If so, you may take greater care with how and where you re-file them)
  • Determine the retention requirements for the documents 
  • Identify sensitive data that must be redacted or obscured from imaged documents

Image Storage

The best practice for image storage is to store records on a server which is backed-up on a regular basis with the back-ups being stored off-site. Long term retention of electronic records requires continual maintenance to make sure the media is usable, backed-up and readable when needed.