Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.70 - 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.
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
			 4400.80.
			 If the requirements of Section
			 4400.80
			 are not met, records must be additionally maintained either in original format
			 or in a microfilm format that complies with Sections
			 4400.50
			 and
			 4400.60.
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
			 E). Such 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 -
			 Subject to the Illinois Procurement Code [30 ILCS 500 ], 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 six 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 six point or
			 with background detail. The selected scanning resolution must be validated with
			 tests on actual source documents.