2. 7/13/2015 Scanning Supporting Documents for Transactions Cynthia Ghering October 13, 2010

3. 7/13/2015 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 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_digiti zing_125527_7.pdf http://michigan.gov/documents/hal_mhc_rms_bp_for_digiti zing_125527_7.pdf

4. 7/13/2015 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

5. 7/13/2015 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.

6. 7/13/2015 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.

7. 7/13/2015 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/ http://www.unimelb.edu.au/records/ECS/  Standard file names  Shared folder structure or file plan

9. 7/13/2015 Training Workshop - at your office! Scanning, Indexing and Storing Business Documents In 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 15 th from 1-4:30

10. http://msuarchives.wordpress.com/ http://www.flickr.com/photos/msuarchives/