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Scanning

Once scanning a record, how can our office ensure the text is searchable and how can we easily locate the scanned record among our existing files or folder structures?

Utilizing Adobe Acrobat Pro’s Recognize Text feature will allow your scanned image to become a searchable document. Details on how to recognize Text and how to search your folders can be found here.

Why do we need a Scanning Policy before we can destroy the paper we scanned?

The UW Scanning Requirements which necessitate a Scanning Policy are based on Imaging Systems, Standards for Accuracy and Durability – Chapter 434‐663 of the Washington Administrative Code (WAC). These requirements must be met to authorize the use of scanned images as replacements for the original paper records.

What do we do with the original paper copies once we’ve scanned them?
  • If you are scanning records into ARIBA or Workday, you should be following the University-wide scanning policy which allows you to dispose of any original paper source documents as soon as they have been uploaded.
  • For all other records, If you already have a scanning policy on file with our office, the original paper copies are considered duplicates and can be destroyed.
  • If you do not have a scanning policy on file with our office, the original paper copies remain the legal copy of the record and must be stored and maintained for their full retention period.

While you are welcome to retain the paper records within your office, we encourage you to use our Scanning Policy Builder to aid in drafting a departmental scanning policy that meets all University and State requirements.