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Imaging Certification Process

The process to be certified involves completing an application and all supporting documentation, a site visit to review your procedures and certification by the State Records Committee. The process takes approximately 3-4 months, depending on how quickly your agency completes the application materials.

Agency:

Contacts RMS for guidance.

Agency:

Submits RFP to RMS for review.

Agency:

Completes the Imaging Certification Application (Evaluation Form and all supporting documentation) and sends it to Imaging Certification Program, Department of State, RMS, PO Box 307, Trenton, NJ 08625.

RMS:

Reviews the application and contacts the agency regarding any additions or clarifications needed in the application, if applicable.

Agency:

Makes needed additions or clarifications to the application and submits them to RMS and submits microfilm for inspection, if applicable.

RMS:

Conducts a site visit to review the scanning procedures.

RMS:

Gives “recommend to certify” notification to the agency, stating that the imaging system meets the requirements for certification and will recommend certification to the State Records Committee (SRC).

Agency:

Publishes Public Notice and sends an affidavit of publication and a copy of the notice (according to deadlines) to Vilirie Perry, Department of State, RMS, PO Box 307, Trenton, NJ 08625, (fax) 609-530-6121.

RMS:

Puts agency on the agenda for the next SRC meeting.

Agency:

Representative(s) and vendor representative(s) attend SRC meeting.

RMS:

Staff presents the imaging system for review by the SRC, who confers certification.

Agency:

Submits Annual Review for recertification.  If there are any changes to the system, including updates to hardware, software or new records series being imaged, these can be noted at the time of annual review or submitted as an amendment, using the form (Annual Review/Amendment Form).

The criteria for certification of an imaging system are set forth in N.J.A.C. 15:3 Subchapter 4: Image Processing of Public Records and N.J.A.C. 15:3 Subchapter 5: Certification of Imaging Processing Systems. They cover areas such as required file formats, policy and procedures and disaster recovery 

File Format: Single page TIFF is the required format. Multi-page TIFF and PNG formats may be used but their use must be approved by RMS, BEFORE the project begins. An application for approval is found on our Forms page.

Resolution:

Minimum: 200 dpi small format 300 dpi large format
Please note: for documents that require by regulation a raised seal and signature (typically architectural and engineering documents) the raised seal must be gone over with graphite, charcoal or other means so that it is visible in the digital image.

Open Architecture:

A system should have open architecture with customization at Application Program Interface (API) level (see NJAC 15:3-4.3(g) & (h)). If the system is proprietary, the agency must have an escrow agreement with rights to the source code.

Scanning Log:

A log indicating who scanned what and when it was scanned must be kept. This log may be generated from the system, kept in a spreadsheet or database or can be a handwritten paper log. For logs that generate by log-in or user name a “key” must be provided that gives the full name of the scanner operator.

Policy and Procedure Manual:

Document that lists all policies and procedures relating to security, document preparation, scanning, quality control, and indexing.

Quality Control:

100% of the images must be visually checked and indexing must be verified.

Indexing:

The same level and scheme of indexing that was used for the paper records must be used for the imaged records. Additional indexing may be used.
Back-ups: In addition to providing for adequate backups of the electronic files, you must have an “eye-readable” backup (microfilm or the original paper documents) for all records with a 10 year or longer retention period.

Data Migration Statement:

Statement that says that whoever is hosting the images understands that it will have to move from old technology to new technology, whether storage, hardware or software at some point; that it is positioning itself to do so; and it is budgeting to do so.
Disaster Recovery Plan: More than just your back-up plan, this document outlines how the agency or service bureau would get back into business if something happened to its imaging system. Who does what, when and where.

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