What to Scan

Below is a list of examples of records that may be appropriate for scanning either because they have enduring or archival value or because a
digital image of the records will help streamline business operations. 

YES: Records that have operational value:

  • Financial records such as requisitions, purchase orders, invoices, bank data, and ledgers or journals  

YES but Seek Help: Records that have enduring or archival value:

  • Meeting minutes and proceedings
  • Student transcripts, theses and dissertations
  • Lists of officers of the University 
  • Historical files documenting policies, decisions, committee and task force reports, and questionnaires 
  • Personal papers of students, faculty, and staff which relate to the university's work
  • Administrative records such as correspondence, reports, policy statements and related items sent and received 
  • Minutes of all University boards, committees and other groups  
  • Publications and other items issued by the University  

MAYBE but Seek Help: Records that may have enduring or archival value:

  • Unit policy and procedure manuals
  • Office files including correspondence and memoranda (incoming and outgoing)
  • Subject files concerning projects, activities, functions, and the unit's relationships with student, professional, and community organizations 

Records having enduring or archival value have special requirements regarding their digitization and should not be scanned by units without first consulting with the appropriate Campus Archivist for guidance.

Units should also contact the appropriate Campus Archivist prior to scanning any materials where the age, physical attributes or the content of the records (due to unique nature, comprehensiveness or other factors) might contribute to the records’ enduring or archival value.