Can We Scan Our Documents?

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-Rs, DVD-Rs

4
Archival Gold Cd-Rs and Dvd-Rs
5
Permanent Retention

• If you have a record which calls for a permanent
  retention please be advised that cds and dvds
  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/arch
  ives/records_management/electrecs.html

6
Disposing of Original Records 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 Generals Office [phone]
• http//www.ag.state.il.us/