Ocean Shores Shire Council mailroom: preaction conversion

1
Ocean Shores Shire Council mailroom pre-action
conversion

• Pre-action digitisation of inward correspondence
  is the most common conversion scenario
• Ocean Shores inward correspondence typically
  includes letters, photographs, forms, posters or
  flyers, and drawings/line art
• Council has set up a Digitisation Plan and
  submitted a Certificate of Compliance against
  Requirements 1-7 of Specification 10/02/1S
  Digitisation Requirements

2
Ocean Shores Shire Council mailroom equipment
configuration

• Resolution
• 200 dpi for correspondence, forms and drawings,
  which are clean, high contrast documents where
  colour is not relevant
• 600 dpi for photographs

3
Ocean Shores Shire Council mailroom equipment
configuration

• Type of image
• Bi-tonal for correspondence, forms and drawings
• Greyscale for photographs, including colour
  photographs, as colour is not important

4
Ocean Shores Shire Council mailroom equipment
configuration

• Bit-depth
• 1 bit for most text and graphics documents
• 8 bit for all photographs
• 24 bit for documents that are too faded to be
  rendered adequately with the above settings

5
Ocean Shores Shire Council mailroom equipment
configuration

• Colour management
• Not applicable to most of the incoming records
• Where colour is relevant, an international
  standard, the ICC Colour Profile, is used

6
Ocean Shores Shire Council mailroom equipment
configuration

• Compression
• Mailroom scanning equipment, which images
  standard-sized correspondence, can compress
  converted record using lossless formats
• The digital camera that digitises oversized
  documents can only produce images using JPEG,
  which is a lossy compression format
• Extreme care when processing images of these
  documents prevents degradation of the image

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Ocean Shores Shire Council mailroom disposal of
source records

• After conversion, source records are arranged so
  that a record can be re-converted if a problem is
  detected
• Disposal status is not relevant in pre-action
  conversion, so Ocean Shores Shire Council may
  dispose of the source records after successful
  completion of Quality Assurance and all other
  conditions of GRDA 10/01 class 2.0.1 have been met

8
Ocean Shores Shire Council mailroom disposal of
source records

• Two categories of source records digitised in
  the mailroom will not be destroyed under GRDA
  10/01 class 2.0.1
• Photographs that were received as potential
  exhibits for display in a Council-run tourism
  campaign
• They fail to meet one of the conditions of class
  2.0.1, and so cannot be disposed of under GRDA
  10/01
• Original signed contracts of loans that Council
  will be repaying for another 30 years
• Council thinks it prudent to retain the originals
  so as to minimise the risk should any dispute
  arise in the future

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Ocean Shores Shire Council mailroom
decision-making on disposal
10
Ocean Shores Shire Council Post-action
conversion project

• Building Permit records comprising drawings,
  files, correspondence, applications,
  specifications, statements, reports and occupancy
  permits
• Permanent source records must be offered to PROV
  prior to any other disposal action being taken on
  them (GRDA 10/01 class 1.1.1)
• Temporary source records may be destroyed
  provided all conditions of GRDA 10/01 class 1.2.1
  are met
• GRDA conditions for disposal include successful
  completion of QA procedures.

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Ocean Shores Shire Council Post-action
conversion project

• Some records fail to satisfy all the remaining
  conditions in Class 1.1.1 of the GRDA 10/01 for
  Converted Source Records
• Legislative requirement for Council to retain the
  records in their original format.
• This means that
• Permanent records must be retained as State
  Archives and transferred to PROV when
  administrative use ceases
• Temporary records must be disposed of in
  accordance with the applicable RDA

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Ocean Shores Shire Council Post-action
conversion project

• The records various formats mean a range of
  image specifications must be employed. For
  example
• Files and volumes need only have
• Resolution 200 dpi
• Type of image bi-tonal
• Bit-depth 1 bit
• Colour management n/a
• Compression lossless preferred, though lossy is
  acceptable if that is all that is available and
  extreme care is taken

13
Ocean Shores Shire Council Post-action
conversion project

• Drawings and documents with low contrast (e.g.
  faded text, coloured background) must meet more
  stringent requirements
• Resolution 200 dpi
• Type of image colour
• Bit-depth 24 bits
• Colour management embedded ICC Colour Profile
• Compression lossless would be preferred, though
  the digital camera used for oversized drawings
  only produces images in a lossy format (JPEG)

14
Summary

• Identify elements of the conversion process
• Distinguish between two types of conversion
  scenarios
• Identify the requirements for managing and
  disposing of source records in each scenario
• Distinguish between circumstances where authority
  to destroy converted records is granted and when
  it is not

15
Thank you!

• Julie Savoie
• Julie.Savoie_at_prov.vic.gov.au
• www.prov.vic.gov.au