Paper records may not be destroyed in favor of digital surrogates (scanned documents) unless the digital
surrogates are produced in compliance with this Section (Section 4400.70 Digital Reproduction)
and unless done pursuant to a retention schedule approved by the State Records Commission.
Issues covered by this Section of the Administrative Code include:
• File Integrity
• File formats approved by the Commission
• Access
• Quality Control
• Quality Assurance
• Scanning Resolution
NOTE: Copies of Non-Permanent Paper Records may be destroyed and substituted with an electronic surrogate (scanned copy) providing minimum standards are met. NO DISPOSAL CERTIFICATE is required for that paper record. The paper copy can be destroyed before that record meets the retention schedule. The electronic copy however, must meet the retention period and a records disposal certificate must be approved by the state. This does NOT pertain to any "original" paper records or any paper record with a "permanent" retention period
For more information visit the following link.
Follow the State Records Commission guidelines for the Management of Electronic Records.
Topics covered by these guidelines include:
• Born-digital Records
• Databases
• Permanent Records
• Storage Media
• Access
• Backup Copies
• External Vendors
• Unique Identification
• Security
• Metadata
• Format Migration
• System Maintenance and Changes
For more information visit the following link.
Determine the Volume of Electronic Records
To determine the volume of electronic records, focus on the size on disk of the files or folders in question, typically measured in kilobytes (KB), megabytes (MB), gigabytes (GB), or terabytes (TB). Right-click on the files or folders, select "Properties," and find the "Size on disk" value. This value indicates the amount of storage space the electronic records occupy.
Here's a more detailed breakdown:
1. Identify the specific electronic records you want to measure.
2. Right-click on the selected files or folders and choose the "Properties" option from the context menu.
3. In the Properties window, locate the "Size on disk" (or similar) field. This value represents the amount of storage space the records take up on the storage medium (e.g., hard drive, cloud storage).
The "Size on disk" will be displayed in KB, MB, GB, or TB, depending on the size of the records.
4. If you need to measure the size of multiple files, you can select all the files or folders and then right click to see the properties of the whole selection which will give the total amount of data.
For recordkeeping purposes, remember that electronic records also include metadata (data about the record), which may also consume storage space, according to an Electronic Records Management Standard.
The decision to scan your records involves many factors that you may not have considered. The scanning tree, at the link below, can assist in determining whether to scan or not.....
https://www.cyberdriveillinois.com/departments/archives/records_management/scanningtree.pdf
Below is a link to various definitions pertaining to records retention such as analog records, born-digital records, ext.
https://www.ilga.gov/commission/jcar/admincode/044/044044000000200R.html