Oklahoma Department of Human Services
Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd. • Oklahoma City, OK 73105
(405) 521-3646 • Fax (405) 521-6684 • Internet: www.okdhs.org
 
OKDHS:2-21-62. Optical imaging system
|

Revised 11-1-07

 

     The Oklahoma Department of Human Services (OKDHS) Support Services Division Departmental Services Unit (DSU) Imaging Center Section provides optical imaging services for preserving records and documents.  The DSU Imaging Center meets all the requirements of the Archives and Records Commission (ARC) for preserving records in an optically imaged format.

  • (1) Records maintained on an optical imaging system are subject to the imaging standards and disposition authority of the ARC.  Electronically formatted records are scheduled in the same manner as any other record.
  • (2) The imaging process includes preparation, scanning, indexing, duplication, dissemination, and retrieval of records.
    • (A) Documents are imaged in the same order and condition they are received.
      • (i) Envelopes may be cut open and imaged flat.
      • (ii) Notes are taped down.
      • (iii) Torn edges and staple tears are cut off.
    • (B) When a document contains defects, it is stamped, "imaged as received."
      • (i) Defects include, without limitation:
        • (I) text running off the page;
        • (II) redacted information on page; and
        • (III) missing or unreadable text on the page.
      • (ii) The Imaging Center does not stamp any document in a fashion that obscures text on the document. In instances when a stamp would obscure text, any required stamp is placed on a cover sheet.
    • (C) The stamp of "imaged as received" indicates that one or more defects are present in the original document and that the imaged document is an exact duplicate of the original document.
  • (3) The quality control process ensures that the finished product meets ARC standards and requirements. 
  • (4) The Records Management Handbook contains complete optical imaging requirements, and is available from the DSU records management coordinator.

 

 

Last Updated:  9/7/2011