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Can We Scan Our Documents?

Learn how to digitize your documents to save space and ensure their longevity. Find out what types of media are acceptable for storage, and how to dispose of original records properly. Keep your records accessible and usable for subsequent reference.

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Can We Scan Our Documents?

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  1. Can We Scan Our Documents? • Yes, effective January 1, 2001, the Local Records Act (50ILCS205) was amended to allow Local Government agencies to reproduce existing public records in a digitized electronic format with the intent to dispose of the original records.

  2. Longevity of Digital Records • Most people realize that if you had created a text document 12 years ago using any of the most popular commercial word processing software programs, you would not be able to read it today. • Even if you had kept the exact machine and software program that created the document, there is a good chance that the storage medium would have degenerated.

  3. What type of media is acceptable for storage of electronic records under the Local Records Act? • They must be reproduced on a "durable medium that accurately and legibly reproduces the original record in all details," and "that does not permit additions, deletions, or changes to the original document images.” • CD-R’s, DVD-R’s

  4. The recordable Archival Gold CD-R is manufactured using a patented dye that reacts faster to the disc drive's writing laser, making the pit edges used to store data sharper and easier to read. This dye offers the maximum resistance to the effects of light, humidity and heat. The CD's reflective layer is made with 24K gold instead of the silver layer used in most common discs, making it less vulnerable to oxidation (DC rot). Estimated shelf life of 300 years. Archival Gold Cd-R’s and Dvd-R’s

  5. Permanent Retention • If you have a record which calls for a permanent retention please be advised that cd’s and dvd’s are not an archival medium, only microfilm is considered a records medium of archival quality at this time. • For more information go to our web page: http://www.cyberdriveillinois.com/departments/archives/records_management/electrecs.html

  6. Disposing of OriginalRecords and Replacing Originals With Digitized Records • Each agency is also under the obligation to file a Records Disposal Certificate with the appropriate Local Records Commission before any original record may be disposed of and before the reproduced digital or microfilm record is disposed of.

  7. Digitized Records • Agencies must remember that any information that was a public record when produced in paper remains a public record when produced or maintained in any digital format, and that any information created as, or converted to, an electronic format is a government asset and must be retained for any period required by law or Local Records Commission regulations.

  8. “Freedom of Information Act” & Digitized Records • In addition, the digital records must be "retained in a trustworthy manner so that the records, and the information contained in the records, are accessible and usable for subsequent reference at all times while the information must be retained."

  9. FOI Act • For more detailed information about the “Freedom of Information Act” please contact the IL Attorney General’s Office (217)782-1090 • http://www.ag.state.il.us/

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