10/29/2010

Scanning Supporting Documents for Transactions

Cynthia Ghering

October 13, 2010

10/29/2010

Scanning Protocol MSU complies with the State of Michigan’s

Records Reproduction Act (Act 116 of 1192) and related best practices. Best Practices for Reproducing Public Records

http://www.michigan.gov/documents/hal_mhc_rms_bp_for_reproduction_125530_7.pdf

Best Practices for the Capture of Digital Images from Paper or Microfilm http://michigan.gov/documents/hal_mhc_rms_bp_for_digit

izing_125527_7.pdf

10/29/2010

Scanning Requirements

Digital images of supporting documentation minimum requirements are: 200 ppi for text, 300 ppi for drawings or

photos PDF preferred, TIFF acceptable Confidential or sensitive data redacted Images must be clear, readable, in good order

10/29/2010

New Business Workflow

Paper copy is kept until the transaction is approved.

Scanned image is now the official business record.

Paper copy does not need to be sent to central administrative unit.

Unit is not required to store the scanned image after transaction is approved.

10/29/2010

Storing Business Records The scanned image is attached to the transaction

in the enterprise business systems. Scanned image is searchable by transaction

information in the new business system. Current records retention schedules still apply. Responsibility for scheduling and disposition of

university business records in enterprise business systems is shared by University Archives and the central administrative units.

10/29/2010

Indexing Business Records

Units may choose to store a local copy of the scanned image, however…

Current records retention schedules still apply. Good indexing will be very important!

MSU Business Classification Scheme University of Melbourne’s Enterprise Classification Scheme http://www.unimelb.edu.au/records/ECS/

Standard file names Shared folder structure or file plan

10/29/2010

Training Workshop - at your office!Scanning, Indexing and Storing Business DocumentsIn this workshop, University Archives staff will review MSU guidelines on scanning supporting business documentation (invoices, receipts, contracts, memos, conflict of interest forms, etc.) in the new EBS workflow. This workshop will focus on compliance with the State of Michigan’s scanning requirements and best practices for indexing and naming files for efficient business workflow. Low cost options for document management at a local unit level will be explored. Staff involved in planning new “paper-sparse” workflows for their offices are encouraged to attend.

Or HRD Workshop on Tuesday, February 15th from 1-4:30

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