To add to the debate,
Process maps within many organisations use colour codings to specify various
things such as level of authorisation, disaster control scenarios etc so
scanning these in only black and white would have not only a detrimental
effect on service delivery but in terms of legal admissibility you would be
changing the content of the record by changing its colour to monochrome.
In a previous post I worked for a fire service who colour coded many of
their process maps, procedural document and particularly the disaster
control/major incident plans which were colour coded (this extended to the
colour of the paper) to the kind of incident and authority levels required
within a major incident. So instead of a 44 page document there were 4
single A4 process maps colour coded accordingly.
Scanning these in monochrome would lose all of that information and
potentially could cost lives, aswell as changing the content of the record.
As Maureen pointed out the decision on whether to scan in colour or
monochrome should not be based on file size, but in my opinion, on the basis
of the content, and the business need of that piece of information
Paula.
Paula J Smith MSc
Records Manager
Cheshire County Council
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Maureen Pennock
Sent: 27 October 2006 11:58
To: [log in to unmask]
Subject: Re: Legal Admissability of Scanned Records
Lawrence,
If colour is a significant characteristic of the record, it should be
preserved. For example, if documents must be signed off using a particular
colour pen (and I have known some companies to require this) then the colour
has to be preserved for the meaning and significance of the document to be
preserved. Likewise, if building plans use colour to indicate a particular
meaning (eg areas coloured in red signify areas of risk - such as storage of
fireworks) then it is vital that this is preserved. There was an incident
abroad several years ago where only black and white photocopies of such a
plan were available - the consequences were severe.
There will also be instances where users take the use of colour to signify a
particular emphasis or meaning, regardless of whether it was intended by the
creator. These cases require consideration.
To be on the safe side, I would advocate colour scanning if there is any use
of colour in the original document. File size should not be a determining
factor.
Best wishes,
Maureen.
--
Maureen Pennock
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UKOLN, University of Bath, Bath BA2 7AY, United Kingdom
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Digital Curation Centre http://www.dcc.ac.uk
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> ________________________________
>
> From: The UK Records Management mailing list
> [mailto:[log in to unmask]] On Behalf Of Lawrence
> Rodgers
> Sent: 27 October 2006 11:28
> To: [log in to unmask]
> Subject: Legal Admissability of Scanned Records
>
>
>
> List,
>
>
>
> As an adjunct to the ongoing debate on legal admissibility of scanned
> records, if a record contains any colour elements, should it be
> scanned in colour too? Is a black and white scan admissible? The
> obvious implication being an increase in file size.
>
>
>
>
>
> Regards
>
>
>
> Lawrence
>
>
>
> Lawrence Rodgers
>
> Information Management Consultants (IMC) Ltd
>
> 12 Victoria Park
>
> Colwyn Bay LL29 7AX
>
>
>
> Tel: 01492 532534
>
> Mob: 07932 175007
>
> e: [log in to unmask]
>
>
>
>
>
>
>
>
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