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Digital Imaging Feasibility Study

A department should perform a feasibility study to insure that a digital imaging application is appropriate for its information management needs before committing to the conversion of paper records to digital images. State universities and colleges are required to complete feasibility studies for any information system project costing more than $30,000.

While this study is useful for determining the technological feasibility of a project, it does not focus on the public records aspect of information systems. The State Archives and the University Archives recommend that public bodies perform self-studies for any information system which proposes to convert public records with retention periods of 10 years or more to digitized images.

In addition to the Department of Administrative Services feasibility study, all public bodies should answer the following questions with regard to public records.

1. What are the retention requirements for the original public records?
2. Will the public body insure that long-term public access to public records is not impeded by the implementation of the proposed digital imaging system?
3. Public records custodians have the responsibility to both provide access to and copies of public records, regardless of format. Has the proposed digital imaging system taken these requirements into consideration?
4. Does the public body understand the costs involved in upgrading technology to insure the accessibility of the information for its useful life?

If the answer to any of these questions is "no," the digital imaging application should be reconsidered.

Number 8.2
Effective: January 1994

Adapted from the Oregon State Archives Records Management Manual (1994).