Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.70 - Digital Reproduction

Current through Register Vol. 48, No. 28, July 12, 2024
a) Analog records may not be destroyed in
			 favor of digital surrogates unless the digital surrogates are produced in
			 compliance with this Section and unless done pursuant to a retention schedule
			 approved by the Commission. Agencies must certify compliance by filing a Local
			 Records Disposal Certificate with the Commission prior to the destruction of
			 any analog records for which digital surrogrates are to be
			 substituted.
b) In submitting
			 schedules of analog records scheduled for permanent retention for which digital
			 surrogates are to be substituted, each agency shall certify that the copies
			 will be made in accordance with the regulations of the Commission and will be
			 authentic copies of the analog records.
c) Analog records scheduled for permanent
			 retention may not be destroyed in favor of digital surrogates unless those
			 surrogates are maintained in compliance with Section
			 4500.80.
			 If the requirements of Section
			 4500.80
			 are not met, records must be additionally maintained either in original format
			 or in a microfilm format that complies with Sections
			 4500.50
			 and
			 4500.60.
d) File Integrity. The integrity and
			 authenticity of the analog records shall be preserved through the digitization
			 process so that the images or surrogates will be authentic copies of the analog
			 records. They must serve the purposes for which the original records were
			 created or maintained and the copies must contain all significant record detail
			 needed for probable future reference.
e) Digital surrogates of analog records must
			 be created and stored in file formats approved by the Commission (see Appendix
			 A). These formats include, but are not limited to, PDF, PDF/A and
			 TIFF.
f) Access. The digital
			 surrogates shall be prepared, arranged, classified and indexed to readily
			 permit subsequent location, examination and reproduction of individual records.
			 Hardware, software and documentation must be maintained to allow ready access
			 to each file.
g) External Vendors.
			 Agencies may contract with external vendors to perform any of the tasks
			 involved with the digitization of records. The vendors must comply with all
			 State laws and rules governing the digitization process. The contracting agency
			 will remain responsible for the proper management of records in the temporary
			 custody of the vendor.
h) Technical
			 Standards for Creation of Digital Surrogates
1) Quality Control. Prior to production, an
			 agency shall assemble a sample set of source documents or records equivalent in
			 characteristics to the source documents for the purposes of evaluating scanner
			 results. Scanner quality must be evaluated in accordance with current industry
			 best practices at the time of production, such as, but not limited to, Riley
			 & Whitsel's "Practical Quality Control Procedures for Digital Imaging
			 Projects" and the Federal Agencies Digitization Guidelines Initiative's
			 Technical Guidelines for Digitizing Cultural Heritage Materials: Creation of
			 Raster Image Master Files. If agencies are uncertain as to whether they are
			 following appropriate best practices, they should consult with the Illinois
			 State Archives.
2) Quality
			 Assurance. Before production, an agency shall develop written quality assurance
			 procedures based upon the results of the pre-production quality sample. Before
			 the original documents are destroyed, quality assurance must be conducted in
			 accordance with current industry best practices at the time of production, such
			 as, but not limited to, Riley & Whitsel's "Practical Quality Control
			 Procedures for Digital Imaging Projects" and the Federal Agencies Digitization
			 Guidelines Initiative's Technical Guidelines for Digitizing Cultural Heritage
			 Materials: Creation of Raster Image Master Files. If agencies are uncertain as
			 to whether they are following appropriate best practices, they should consult
			 with the Illinois State Archives.
3) Scanning Resolution. Scanning resolution
			 must be adequate to ensure that no information is lost. A scanning resolution
			 with a minimum of 200 dots per inch is required for recording documents that
			 contain no type font smaller than 6 point. A minimum scanning resolution of 300
			 dots per inch is required for engineering drawings, maps and other documents
			 with a type font smaller than 6 point or with background detail. The selected
			 scanning resolution must be validated with tests on actual source
			 documents.