Skip to Content

A note about digital reformatting

State requirements

The process of scanning/digitizing paper records into a digital format is not a records retention issue, it is reformatting issue. 

The State of Texas does not have a preference for the format in which agency records exist; however, the State does have specific requirements for the technical specifications and ongoing management of electronic records.  For more information, see the Texas Administrative Code (see TITLE 13, PART 1, STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS) and the Texas State Library and Archives Commission's page on Electronic Document Imaging and Electronic Records.

To read a summary about State of Texas requirements, The Texas Record's blog post titled Can a state agency destroy a paper original after scanning? may be helpful. 

 

The University's document management system

For university records being scanned in-house for storage in the document management system (DMS) and with the planning assistance of Technology Resources, the DMS should meet the State requirements for digital records.  Once each scanned image is reviewed and determined to be a complete and accurate copy of the original (with the quality control process written into the departmental procedures), the digital copy can be considered the official record and the paper version can become the convenience copy. 

 

Scanning without the assistance of Technology Resources

For university records being scanned by departments for storage in a digital repository other than in the DMS and without the planning assistance of Technology Resources, it is strongly recommended that the digital copy be used for convenience and the paper be stored as the official record.  As stated in the records management training, "when in doubt, treat it as a record." 

 

Department responsibilities

Ultimately, individual departments are responsible for making sure their records meet the State requirements for retention, accessibility, and disposition as outlined in the links above.  The University's Records Retention Schedule (RRS) provides guidance for how long university records must be retained, regardless of the format, system, or storage location. 

If you wish to plan digital reformatting utilizing the DMS, please contact the document management team in Technology Resources.

 

Offsite storage

As an alternative to digitizing records, offsite storage may be a viable option.  Several university offices are using the selected offsite records storage facility, which is a cost-effective alternative for records that are rarely accessed but that must be retained according to the Records Retention Schedule (RRS).  Note that the owning department is responsible for the recurring monthly fees and for retaining/disposing stored records according to the RRS.  For more information about offsite storage, please email RecordsRetention@txstate.edu.