UAH Document Imaging and Storage Policy

Purpose

The purpose of this policy is to establish standards for the storage of documents within the UAH Document Imaging and Storage System. All university offices utilizing this system will be governed by this policy.

This policy is intended to ensure adequate storage space, fast retrieval times, and a secure environment for any office that wishes to utilize the Document Imaging and Storage system.

Training

Any office wishing to use the Document Imaging and Storage System will be required to undergo basic training before access is granted. Training will be provided as part of the implementation process and additionally upon request. OIT will provide retraining as necessary to ensure that staff are updated in regards to any system changes that may occur over time.

Scanners

Hardware should meet industry standards including supporting the ISIS driver that compresses images after being scanned.

OIT can provide a list of recommended scanners and their specifications upon request. OIT will assist with the configuration of scanners to ensure proper set-up.

Settings

The industry standard dpi setting for scanning documents is 300 DPI which provides great resolution and small image file.

Recommended Default Settings:

• Black and White (Bi-tonal)
• Dots per Inch (DPI) will always be 300 dpi

Color Scanning:

Color scanning should be limited to cases where for legal or readability reasons it is required. It color scanning is necessary the settings will be 24-bit color at either 100 or 75 dpi; 16-level gray or 256-level gray should not be used.

Settings above industry standards must first be approved by OIT.

Image

Access

Access to images will be provided only through the Document Imaging and Storage System Application. Accounts to the system are maintained by OIT and will be administered in conjunction with Banner data credentials.

During the implementation process and when new staff are requested to be provided access, OIT will work with the document owner to establish the application and document level security access.

Access to scanned images will only be granted upon the approval of the document owner.

Size

In order to conserve storage space and ensure uninterrupted scanning, the size of the final image will be monitored via audit mechanisms. OIT will automatically resize images that exceed established limits and work with the user to adjust configurations as needed.

It may be necessary for the user to delete and rescan image(s) in situations where OIT cannot adjust the file size without compromising the integrity of the image.

Verification and Retention

Verification

It is the responsibility of the end user to verify the scanned image and retain the printed document until verified.

Retention

Documents will be stored in the most efficient way possible. OIT reserves the right to move documents to different storage media if necessary. Advanced notification will be provided to users to the extent possible.

Disposal

Documents are to be removed from the system when they are no longer needed. It is the responsibility of the end user to ensure that the disposal of documents adhere to applicable retention policies and laws.

Revocation

Failure to adhere to the established settings, repeated abuse of the system and/or failure to promptly act on a notification may result in the temporary suspension of scanning privileges until the settings are properly configured with the assistance of OIT.

Revision

OIT may revise this policy as industry standards change in order to continue current service levels related to accessibility, reliability, and security of the system. The most current copy of this policy will be available on the OIT website.

Scanner Setting Quick Guide

Setting	Resolution	DPI
Black and White	Bi-tonal	300
Color	24-bit	100
Color	24-bit	75

NOTE: Only use color setting where necessary for legal or readability reasons

Approved: 07/17/2012

Policy Number IT0712-01