Answered By: Eamon Smallwood
Last Updated: May 30, 2019     Views: 101

The Library Copy Center can assist with bulk scanning of paper records (details below) but before starting a scanning project be sure to address all records issues:

  1. if you are not planning to retain the original paper records, consider whether records need to remain in paper form for legal reasons such as the need for preserving original signatures. You may wish to consult with the Office of the General Counsel before beginning an imaging project to confirm any legal implications of scanning paper records; and
  2. scanned records are subject to the retention and disposition rules developed for your area. If the records are going to reach the end of their retention period and be destroyed in the next few years, it may not be worth the time and expense of scanning them compared to the cost of storing and managing paper files. Instead, contact the Archives and Records Management department to discuss whether storing your paper records in the University Archives may be an option. In general, this will depend on whether or not your department has developed its records retention and disposition schedules.

As mentioned, the Library Copy Center can assist with bulk scanning of paper records. Their staff will remove binders/clips/staples, etc., so you don’t need to do that. Someone from your department will need to be present at the Copy Center during the scanning to properly name the scanned PDFs. Depending on the size of the job, it make take a few days to complete scanning. It is advisable to contact the Copy Center by email or phone to discuss your schedule with them.

You will also need to fill out a form.

Note that the Copy Center charges a nominal fee for this service. Refer to the pricelist here.

These documents are also available on their webpage.  



Visit the Archives and Records Management website for further details.