It would appear that the need to understand the implications and experiences of retro-scanning vs paper storage is sort after by archivists and records managers alike, indicated by the ratio of those that were interested in the results, compared to those that responded.

 

Issues raised:

·         Scanning requires commitment of time:

o   Preparing files for scanning – removal of paper clips, staples etc

o   Checking scanned quality

·         Awareness of BIP 0008 particularly if the records are required for auditing or court cases

·         On-going cost of migrating the digital versions (TNA have a number of guides and documents on digital continuity)

 

All respondents warned that the cost of scanning was often greater compared to off-site paper storage

·         Retrieval rate must be high (daily)

·         [option] Scan on demand

·         [option] Scan current documents only, not retro-scanning

 

An idea of the scanning costs [Hertfordshire CC]:

·         12,000 files costs £56,000. Note: basic infrastructure already in place.

·         To store the same volume of files in off-site storage would cost £1,250 per year plus retrieval

 

Perhaps this topic of comparing retro-scanning records vs off-site storage could be approached by the ARA, or its records management specialist group or perhaps the TNA in its advisory capacity?

 

I did check the Records Management impact calculator, which is very good, but the pilot case studies do not cover this type of projec.http://www.jiscinfonet.ac.uk/records-management/measuring-impact/impact-calculator/pilots although something along these lines would be very useful.

 

Thank you to those that did respond to my query.

 

 

Tahlia Coombs | Borough Archivist, Archives and Local Studies 

 

London Borough of Barking and Dagenham | Archives and Local Studies Centre | Valence House| Becontree Avenue, Dagenham RM8 3HT.

Phone: 020 8227 5240 | Fax: 020 8593 6177 |

Email: [log in to unmask] | www.barking-dagenham.gov.uk

 

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prosperous and healthy, and where our young people are inspired and successful.

 

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