Records that are to be converted to a format other than paper, such as electronic imaging/scanning or microfilm must comply with standards and guidelines issued by the University of Tennessee. Once the information in the new format has been verified, the records from which the new image were created can be destroyed. Thus the information in the new format then becomes the copy of record and must be retained as specified on the retention schedule.
Microfilm or microfiche can be converted to digital images (tif, pdf, etc.) to allow easy access. No need to waste time trying to thread rolls of microfilm or looking for outdated equipment to read/print when you can have the documents displayed on your PC screen in seconds.
Records stored in imaging systems are to be managed in accordance with state, federal, and University policies and procedures. These regulations address quality control, system requirements and retention, disposition, and access to imaged records. IT personnel should be involved to provide backup support, license agreements, and security issues.
All documents must be arranged and prepped in the order to be imaged/scanned or microfilmed. All staples, paper clips, binders, etc. must be removed prior to pick up. The document can be packed in regular copy paper size boxes for pick up. These boxes need to be numbered in the order to be processed.