2. Issues and Concerns

The adoption of an Electronic Document Imaging System by a government agency is a major administrative and operational decision carrying responsibilities and commitments. The use of Electronic Document Imaging Systems requires workflow reassessment and the documentation of information management procedures. Electronic Document Imaging Systems increase accessibility and distribution of information in a timely manner. Application software will allow accurate tracking of information for audit purposes.

Electronic Document Imaging Systems cannot solve access problems stemming from inefficient or poorly-planned existing information management systems and practices. In fact, Electronic Document Imaging Systems may exacerbate existing deficiencies. Maximum benefits are realized when existing workflow procedures are analyzed and adapted to take advantage of the new technology, rather than just automating existing processes. Managers, in consultation with qualified records managers, should analyze the existing records systems, practices, workflow, and indexes, and correct any deficiencies before implementing an imaging system.

2.1 Planning and Feasibility

Public agencies should perform a feasibility study to ensure that an Electronic Document Imaging System is appropriate for its information management needs before committing to a particular application. Public agencies must realize that the information being created or converted to an electronic format is a State asset which needs to be managed for a larger, strategic advantage. Electronic Document Imaging Systems will transform the way agencies do business while dramatically improving productivity, effectiveness and accountability. The following areas need to be analyzed and evaluated before implementing any system:

• Business Process Analysis
• Work Flow Evaluation
• A complete inventory of existing records
• Data needs assessment
• Alternative technologies assessment
• Network support
• Costs/benefits analysis
• Projected growth
• Retention and legal requirements

2.2 Implementation

Adopting a digital imaging system requires careful and consistent documentation of all records and the technical process which converts traditional paper-based documents to a digitized format. The agency should designate a system administrator with the responsibility for system operations. This person would be able to give knowledgeable testimony about the technical aspect of the system and the procedures utilized for the recording and maintenance of public information. The compatibility of the proposed system with existing systems and communication with other information systems outside the agency need to be studied. Consideration needs to be given as to how this system will interact with other systems.

2.3 Migration and Retention

A retention period is the time that records are needed for administrative, fiscal, legal and historical purposes. All government records, including those stored in imaging systems, should be maintained and disposed of as part of a legally-accepted records management program in order to ensure their acceptance as legal documents. All public records to be put on an imaging system must have retention schedules approved by the State Records Committee.

Maintaining access to records stored on Electronic Document Imaging Systems requires a comprehensive migration strategy. The strategy plan should factor in vendor stability, system obsolescence and media longevity. Electronic Document Imaging Systems should consist of hardware and software that conform to non-proprietary standards and are constructed in an open system architecture.

Obsolescence is a way of life in the information technology world. Government agencies need to keep pace with constant change and improvement. This requires a proactive approach to system maintenance and upgrade. New applications should be backward-compatible with existing applications. Administrators should also plan to budget between five and ten percent of the original system, annually for the cost of upgrading and data migration.

2.4 Legal Issues

Georgia Law recognizes electronic media as capable of producing "records," if those records are produced and used in the regular course of business. (See Best Evidence Rule: O.C.G.A. 24-5-1, et. seq.; Business Records: O.C.G.A. 10-11-1, et. seq.; Computer Systems Protection Act: O.C.G.A. 16-9-90, et. seq.; Miscellaneous Offenses concerning Public Officers and Employees, 45-11-1, et. seq.; Inspection of Public Records, O.C.G.A. 50-18-70, et. seq.; Georgia Records Act, O.C.G.A. 50-18-90, et. seq. and others).

Adopting Electronic Document Imaging Systems requires careful and consistent documentation of all record actions and the technical process which convert traditional paper-based documents to a digitized, electronic format. An agency utilizing Electronic Document Imaging should prepare a formal statement describing the mission and function of the office and the procedures and digital standards employed. An agency's reliance in the new electronic format, and its documentation of strict established conversion procedures will ensure that the information and the system generating it satisfy the rules of evidence.

2.4.1 Expungement. The system capability to expunge (erase all traces of) images and their related index entries will be required in some instances. The potential for expungement orders must be must be considered in planning and feasibility studies. AIIM TR28-1991, The Expungement of Information Recorded on Optical Write-Many (WORM) Systems, will offer guidance for meeting these requirements. This technical report is now (1995) being updated to include rewritable optical media.

2.4.2 Redaction of Confidential Information. To comply with Georgia's Inspection of Public Records Law (O.C.G.A. 50-18-70, et. seq.) an image systems must have the capability to redact (mask or hide) confidential portions of documents or indexes from public inspection. In Georgia, all public records, except those specifically exempted by law or court order, shall be open to public inspection. << BACK MORE>>