University of Alaska Imaging Tutorial and Standard 2/16/2005 8:37 AM 2/11/05 Document History Draft 1: December 2004 Introductory sections and initial draft of film imaging section. Draft 2: January 2004 Revisions based upon December 21, 2004 Committee meeting, and first draft of digital imaging section. Draft 3: January 2004 Revisions in response to the Committee review of Draft 2 on January 21, 2004. Table of Contents 1 Introduction....................................................................................................1 1.1 Purpose ..................................................................................................1 1.2 Organization ...........................................................................................1 2 Common Topics.............................................................................................2 2.1 General Terminology ..............................................................................2 2.1.1 Imaging............................................................................................2 2.1.2 Records Management .....................................................................2 2.2 When to Image .......................................................................................6 2.2.1 Imaging at Beginning of Life Cycle ..................................................6 2.2.2 Microfilming When Records Become Inactive .................................7 2.2.3 Imaging at the End of the Life Cycle................................................7 2.3 Choosing the Proper Media ....................................................................7 2.4 Destroying the Paper..............................................................................9 3 Film Imaging ................................................................................................10 3.1 Purpose of this section .........................................................................10 3.2 Film Basics ...........................................................................................10 3.3 Deciding on Filming ..............................................................................11 3.3.1 Record Management Benefits of the Micrographic Format ...........11 3.3.2 Disadvantages of Microfilming To Consider ..................................12 3.4 Preparing Documents for Filming .........................................................12 3.4.1 Preparation of Originals.................................................................12 3.5 Organization .........................................................................................13 3.6 Non-Document Information...................................................................14 3.6.1 Targets and Titles..........................................................................14 3.6.2 Blip Codes .....................................................................................15 3.6.3 Frame Numbering..........................................................................15 3.7 Film Settings.........................................................................................16 3.7.1 Leader ...........................................................................................16 3.7.2 Film Stock......................................................................................16 3.7.3 Width .............................................................................................16 3.7.4 Thickness ......................................................................................16 3.7.5 Image Orientation..........................................................................17 3.8 Optical Issues .......................................................................................17 3.8.1 Density ..........................................................................................17 3.8.2 Reduction Ratio.............................................................................18 3.8.3 Resolution .....................................................................................18 3.9 Quality Control......................................................................................18 3.9.1 Inspection ......................................................................................18 3.9.2 Retakes and Splicing.....................................................................19 3.9.3 Chemical Residues........................................................................19 3.10 Use of Microfilm....................................................................................19 3.10.1 Distribution Format ........................................................................19 3.10.2 Copies ...........................................................................................20 3.10.3 Storage and Maintenance .............................................................21 3.11 Standards for filming medium-term public records. ..............................23 3.12 Digital to Film........................................................................................23 3.12.1 Image to Microfilm .........................................................................23 3.12.2 Computer Output to Microfilm........................................................24 3.13 Profiles..................................................................................................24 3.13.1 Office Documents..........................................................................24 3.14 Applicable National and International Standards ..................................30 3.14.1 ANSI ..............................................................................................30 3.14.2 ANSI/AIIM:.....................................................................................30 3.14.3 Other: ............................................................................................30 3.15 Film Terminology ..................................................................................32 4 Digital Imaging.............................................................................................36 4.1 Purpose of this section .........................................................................36 4.2 Digital Imaging Basics ..........................................................................36 4.2.1 Digital Images................................................................................36 4.2.2 Digital Capture Devices .................................................................36 4.2.3 Data Formats.................................................................................38 4.3 Deciding to Digitize...............................................................................38 4.3.1 Record Management Benefits of Digital Imagery ..........................38 4.3.2 Disadvantages of Digitizing to Consider........................................39 4.4 Organization of Documents ..................................................................39 4.5 Digitizing Paper ....................................................................................40 4.5.1 Preparation of Paper Originals ......................................................40 4.5.2 Capture..........................................................................................41 4.6 Non-Paper to Digital .............................................................................41 4.6.1 Cameras........................................................................................41 4.6.2 Facsimile .......................................................................................41 4.6.3 Application produced image files...................................................41 4.6.4 Film to Digital.................................................................................42 4.6.5 Video to Stills.................................................................................42 4.7 Non-Image Files ...................................................................................42 4.8 Quality Assurance ................................................................................42 4.9 Forms Processing.................................................................................43 4.10 Indexing Information .............................................................................43 4.11 Profiles..................................................................................................43 4.11.1 General Digital Imaging Practice ...................................................43 4.11.2 Bi-tonal Documents .......................................................................43 4.11.3 Forms with Recognition.................................................................44 4.11.4 Photographs ..................................................................................44 4.12 Applicable Standards............................................................................44 4.12.1 ANSI/AIIM:.....................................................................................44 4.12.2 Other: ............................................................................................45 4.13 Digital Terminology...............................................................................46 1 Introduction 1.1 Purpose This document is intended as an aid to those using the University Imaging Standard Reference Cards, and as a tutorial on imaging concepts. These two documents are intended to assist University staff in properly applying imaging technology