Records is Going Digital!

There are a number of reasons:

1. Automated processes can help take some of the hassle out of work
2. Easily, quickly, and securely access records
3. Save money on paper and ink for other things
4. IT'S SUSTAINABLE!

It means that the record was created from the beginning using software.

Imaging or digitizing is CONVERTING through a physical process a paper-based record to digital format.

Absolutely - with conditions!

As long as you meet the rules and requirements in accordance with 434-663 WAC Imaging Systems, Standards for Accuracy and Durability.

And as long as you follow the steps below:
1. Determine if the records are “Archival” or “Non-Archival”
- We are only scanning in Non-Archival records at this time.

2. Scan the records according to:
- Requirements for the Destruction of Non-Archival Paper Records after Imaging

3. What to do with the paper?
- For “Non-Archival” records, destroy the paper records after verification of successful conversion.

Is it Non-Archival?

Is the scan accurate, legible, and of good quality?

Was it scanned in accordance with 434-663 WAC and Scan-Toss.pdf (ewu.edu)?

If you answered yes to all three questions, then the answer is more than likely yes. You can always check with the University Records Officer.

All approved retention schedules will note if a record can be destroyed or is archival. In the PDF version, this is located in the far-right column. In the interactive version, this is noted on the Disposition line.

For shorter-term retention (fewer than 6 years total), either a lossless or lossy image format may be used. Acceptable
file formats include:

• TIFF, PNG
• PDF, PDF/A
• JPEG, JPEG 2000

Black & White - Recommended 300 DPI

Grayscale 8-bit - Recommended 300 DPI

Color 24-bit RGB - Recommended 300 DP

The University is using Etrieve. Please contact us to set this up for your office.

Want to know more about Etrieve? Watch this short video.

At this time, we are not scanning archival records. If you're not sure if your records are archival, ask the University Records Officer for help. University Records Storage will still be accepting archival records. Once records have met their cutoff, they can be transferred to Records Management using this Form (ewu.edu).

Records MUST NOT be destroyed when required for:

• Existing public records requests in accordance with chapter 42.56 RCW; or,
• Ongoing or reasonably anticipated litigation; or,
• Other legal requirements, federal statutes, grant agreements, etc.; or,
• Archival transfer.