Record Management Services in IndiaPosted by lishmaliny james on March 20th, 2020 M-19-21 Digital Records Requirements Not so Simple Just because M-19-21 digitization sounds easy doesn’t mean that it is. Like separating two flat pieces of Lego. Or matching socks out of the dryer. Or folding a fitted sheet. Or consider this straight-forward sounding M-19-21 digital records requirements relative to the transfer of records to NARA: By 2022, NARA will no longer accept transfers of permanent or temporary records in analog formats and will accept records only in electronic format and with appropriate metadata. After December 31, 2022, NARA will no longer accept new transfers of permanent or temporary analog records to the fullest extent possible. NARA will continue to store and service all analog records transferred to a Federal Records Center by that date until their scheduled disposition date. Once those records reach their disposition date, NARA will accept the permanent records into the National Archives in their original (analog) format and will appropriately dispose of the temporary records. Beginning January 1, 2023, all other legal transfers of permanent records must be in electronic/digital format, to the fullest extent possible, regardless of whether the records were originally created in electronic formats. After that date, agencies will be required to digitize permanent records in analog formats before transfer to NARA. Digitization and transfer must be made in accordance with NARA regulations and transfer guidance, including metadata requirements. On the surface, this sounds pretty straightforward. Some bosses I worked for over the years might respond to this mandate in this kind of fashion: “Sure, paper is a pain. But for heaven’s sake, just scan it and send it along; I think I saw some scanners at Best Buy the other day.” But meeting the M-19-21 digital records requirement isn’t just a question of scanning a few file boxes of paper. M-19-21 digitization means making sure each image is in the right format and that no information has been lost along the way. It also means that appropriate metadata has been assigned. And most importantly, it means being able to do all this at scale and that the digitization process itself can be audited and verified. Not so simple. Per NARA M-19-21 digital records requirements, general requirements for scanned text include the following:
Anyone in the scanning business for any time will recognize a recipe for some pretty big file sizes in these requirements. But even this is just one part of the M-19-21 digitization puzzle. Think for a minute about the huge variety of potential records types and formats that don’t fit neatly into the above “scan some paper documents” metaphor. Take a look at the NARA guidance for each of these — HERE — and you can get some idea of the complexity of creating a true digital government strategy. Computer Aided Design *In the next few posts, I’ll talk a bit about these last three — because hey, how complicated can they be? Spoiler alert — very. Like it? Share it!More by this author |