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Subject: Guideline on Record Digitisation
Date: Mon, 26 Oct 2009 16:29:51 +0200
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                  <DIV align=3Dcenter>Guideline on Records Digitisation =
</DIV><!-- #EndEditable --></DIV>
                  <DIV id=3Dcontent><!-- #BeginEditable "content" -->
                  <P=20
                  style=3D"TEXT-ALIGN: center; mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal align=3Dcenter>&nbsp;</P>
                  <P=20
                  style=3D"TEXT-ALIGN: center; mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal align=3Dcenter><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></B></P>
                  <P style=3D"TEXT-ALIGN: center; mso-outline-level: 1"=20
                  class=3DMsoNormal align=3Dcenter><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">ABOUT =
THIS=20
                  GUIDANCE <O:P></O:P></SPAN></U></B></P>
                  <P style=3D"TEXT-ALIGN: center" class=3DMsoNormal=20
                  align=3Dcenter><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"TEXT-ALIGN: center" class=3DMsoNormal=20
                  align=3Dcenter><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">The =
purpose of=20
                  this guidance is to assist United Nations departments =
and=20
                  offices in establishing a procedure for the <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#authenticity">authentic</A></SPAN>,=20
                  complete<SPAN style=3D"COLOR: #993366"> </SPAN>and =
<SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#accessible">accessible</A></SPAN>=20
                  digital capture of United Nations=92 paper <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#record">records</A></SPAN>.=20
                  Records <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#digitisation">digitisation</A></SPAN>=20
                  is a tool that is used to facilitate information =
sharing,=20
                  business continuity, security and to support cost =
effective=20
                  measures for improved governance, accountability and=20
                  transparency in the United Nations.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>This =
guidance=20
                  identifies the necessary resources and standards to =
implement=20
                  a records <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#digitisation">digitisation</A></SPAN>=20
                  programme for record keeping systems, archival<SPAN=20
                  style=3D"COLOR: #993366"> <A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#preservation">preservation</A></SPAN>,<SPAN=20
                  style=3D"COLOR: #993366"> <A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#ECM">Enterprise=20
                  Content Management (ECM)</A></SPAN> compliance, and =
<SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#vitalrecords">vital=20
                  records</A></SPAN> <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#riskmanagement">risk=20
                  mitigation</A></SPAN>. Please note that the digital =
capture=20
                  and the conversion of audio visual materials such as =
videotape=20
                  or audiotape recordings is not within the scope of =
this=20
                  guidance.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>Also=20
                  outside the scope of this guidance is the management =
of <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#borndigital">born-digital=20
                  </A></SPAN>records. <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">In =
addition to=20
                  information contained within this guidance there is a=20
                  digitisation check-list, a technical specifications =
table and=20
                  a list of additional resources that can be found at =
the end=20
                  for your convenience.<SPAN style=3D"mso-spacerun: =
yes">&nbsp;=20
                  </SPAN>Likewise, the Archives and Records Management =
Section=20
                  (ARMS) is available for consultation at </SPAN><A=20
                  href=3D"mailto:arms@un.org"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">arms@un.org</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">.</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; =
</SPAN><O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>More </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">information can be=20
                  found on ARMS=92 website at: <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A=20
                  href=3D"http://archives.un.org/unarms"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://archives.un.org/unarms</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal>&nbsp;</P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">TABLE OF =
CONTENTS=20
                  <O:P></O:P></SPAN></U></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">1<SPAN=20
                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#introduction">.=20
                  Introduction</A></SPAN></SPAN></B><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">2<SPAN=20
                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#benefits">.=20
                  Benefits of Records Digitisation</A></SPAN> =
</SPAN></B><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">3. <SPAN =

                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#choosingrecords">Choosing=20
                  Records to be Digitised</A></SPAN></SPAN></B><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#choosingrecords"><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-GB"=20
                  lang=3DEN-GB> <O:P></O:P></SPAN></B></A></P>
                  <P style=3D"TEXT-INDENT: 0.5in; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#recordsretention">3.1=20
                  Records Retention</A> <O:P></O:P></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#recordsactive">3.2=20
                  Records in Active Use</A> <O:P></O:P></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#substantivevsofficial">3.3=20
                  Substantive Records versus Official Documents and =
Reference=20
                  Materials <O:P></O:P></A></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#physicalattbs">3.4=20
                  Physical Attributes</A></SPAN>=20
                  <P style=3D"TEXT-INDENT: 0.5in; mso-outline-level: 1"=20
                  class=3DMsoNormal><B style=3D"mso-bidi-font-weight: =
normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P><STRONG>4. <SPAN style=3D"COLOR: =
#33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#recordkeepingrequirements">R=
ecord=20
                  Keeping Requirements for Digitisation</A></SPAN> =
</STRONG>
                  <P style=3D"TEXT-INDENT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#electroniccopy">4.1=20
                  The Electronic Copy as Record</A> =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><SPAN style=3D"mso-spacerun: =
yes">&nbsp;</SPAN><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#recordkeepingsys">4.2.=20
                  Record Keeping Systems</A> <O:P></O:P></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#informationsensitivity">4.3 =

                  Digitisation and Information Sensitivity=20
                  <O:P></O:P></A></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#metadatacapture">4.4=20
                  Metadata Capture <O:P></O:P></A></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"COLOR: #33cccc"><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New Roman'"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#retentionscheduling">4.5=20
                  Retention Scheduling </A></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: 0.5in; MARGIN: 0in 0in 0pt =
0.5in; mso-outline-level: 1"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-family: 'Arial Unicode MS'"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#disposaloforiginalrecord">4.=
5.1=20
                  Disposal of Original Hardcopy Records</A>=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: 0.5in; MARGIN: 0in 0in 0pt =
0.5in; mso-outline-level: 1"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-ansi-language: EN-AU; mso-bidi-font-family: 'Arial =
Unicode MS'"=20
                  lang=3DEN-AU><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#disposalofdigitalcopies">4.5=
.2.=20
                  Disposal of Digital Copies</A></SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#disposalofdigitalcopies"><SP=
AN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></A></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">5. <SPAN =

                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#documentingprocess">Document=
ing=20
                  the Digitisation Process</A></SPAN></SPAN></B> </P>
                  <P class=3DMsoNormal>&nbsp;</P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">6. <SPAN =

                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#_Toc223491889">Technical=20
                  Specifications for =
Digitisation</A></SPAN></SPAN></B><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#techspecsfordiigitisation"><=
B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></B></A></P>
                  <P style=3D"TEXT-INDENT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#imagequality">6.1=20
                  Image Quality </A><O:P></O:P></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#preservation">6.1.1=20
                  Preservation</A> <O:P></O:P></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#access">6.1.2=20
                  Access <O:P></O:P></A></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#reformatting">6.1.3=20
                  Reformatting or Specialty Software</A></SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/reformatting"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></A></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#digitisationtools">6.2=20
                  Digitisation Tools <O:P></O:P></A></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#electronicstorage">6.3=20
                  Electronic Storage</A> <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">7. <SPAN =

                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#digitisationprocess">The=20
                  Digitisation Process</A></SPAN></SPAN></B><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New Roman'"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#organizingforfutureretrieval=
">7.1=20
                  Organizing Records for Future Retrieval=20
                  <O:P></O:P></A></SPAN></P>
                  <P style=3D"TEXT-INDENT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New Roman'"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#preparingfilesforscanning">7=
.2=20
                  Preparing Physical Files for Scanning</A></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#digitizingrecords">7.3=20
                  Digitizing (Scanning) the Records</A> =
<O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #33cccc; =
FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-tab-count: =
1">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#capturingrecords">7.4=20
                  Capturing Digitised Records</A> <O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">8.=20
                  <SPAN style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#qualitycontrol">Quality=20
                  Control for Digitisation</A></SPAN></SPAN></B></P>
                  <P =
class=3DMsoNormal>&nbsp;</P><STRONG>9.</STRONG><SPAN=20
                  class=3Dstyle2><SPAN class=3Dstyle3><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#checklist">=20
                  Digitisation Check-List</A></SPAN></SPAN></A>=20
                  <P class=3DMsoNormal>&nbsp;</P><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#appendix1">Appendix=20
                  1. Additional Resources</A></SPAN></B>=20
                  <P></P><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#appendix2">Appendix=20
                  2. Technical Specifications Table and Visual=20
                  Samples</A></SPAN></B>=20
                  <P></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#appendix2"><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P></O:P></SPAN></B></A></P><A=20
                  name=3Dintroduction></A><STRONG><U>1. =
INTRODUCTION</U></STRONG>=20
                  <O:P></O:P></SPAN></U></B>
                  <P></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Digitisation<SPAN=20
                  style=3D"COLOR: black"> is the process of converting =
any=20
                  physical or </SPAN><SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#analog">analog</A></SPAN><SPAN=20
                  style=3D"COLOR: black"> item, such as a paper record, =
photograph=20
                  or graphic items, into an </SPAN>electronic<SPAN=20
                  style=3D"COLOR: black"> representation or =
</SPAN>image<SPAN=20
                  style=3D"COLOR: black"> that can be stored =
electronically.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>In the =
context of this=20
                  guidance,</SPAN></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-ansi-language: EN-GB">=20
                  </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-ansi-language: EN-CA"=20
                  lang=3DEN-CA>digitisation</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"> of=20
                  records is a tool that supports UN objectives for=20
                  greater</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-ansi-language: EN-GB"=20
                  lang=3DEN-GB> organisational</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">=20
                  transparency, knowledge sharing and business =
continuity by=20
                  providing ease of information </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">access<SPAN=20
                  style=3D"COLOR: black">,</SPAN> retrieval <SPAN=20
                  style=3D"COLOR: black">and storage of </SPAN>UN<SPAN=20
                  style=3D"COLOR: #993366"> <A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#businessrecords">business=20
                  records</A></SPAN><SPAN style=3D"COLOR: black">.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;=20
                  </SPAN><O:P></O:P></SPAN></SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">In=20
                  general,</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt">=20
                  </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">digitisation<SPAN=20
                  style=3D"COLOR: black"> is usually undertaken for the =
three=20
                  following reasons: <O:P></O:P></SPAN></SPAN></P>
                  <P></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"></SPAN></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; TEXT-INDENT: -0.5in; =
MARGIN-LEFT: 0.5in; mso-layout-grid-align: none; mso-text-indent-alt: =
-.25in; mso-list: l29 level1 lfo28; mso-list-change: &#61623;'United =
Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; COLOR: black; FONT-SIZE: =
11pt; mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">Reduction=20
                  of Paper and Storage Costs <O:P></O:P></SPAN></B></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; MARGIN-LEFT: 0.25in; =
mso-layout-grid-align: none"=20
                  class=3DMsoNormal><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; MARGIN-LEFT: 0.5in; =
mso-layout-grid-align: none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">Selected=20
                  digital records can be stored on electronic storage =
devices=20
                  and thus reduce the need for physical space while also =

                  promoting strategies for vital records protection. =
This=20
                  strategy is often undertaken as a result of having to =
move=20
                  premises or as a </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#DMS">disaster=20
                  mitigation strategy</A></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">. At=20
                  the same time electronic records offer greater ease of =

                  information access and sharing. <O:P></O:P></SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; TEXT-INDENT: -0.5in; =
MARGIN-LEFT: 0.5in; mso-layout-grid-align: none; mso-text-indent-alt: =
-.25in; mso-list: l29 level1 lfo28; mso-list-change: &#61623;'United =
Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; COLOR: black; FONT-SIZE: =
11pt; mso-fareast-font-family: Symbol; mso-bidi-font-family: =
Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">Implementation=20
                  Enterprise Content Management (ECM) Solutions =
</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN> =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; MARGIN-LEFT: 0.25in; =
mso-layout-grid-align: none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; MARGIN-LEFT: 0.5in; =
mso-layout-grid-align: none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">Digitisation=20
                  of records, and increased use of electronic=20
                  records,</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"> =
functions<SPAN=20
                  style=3D"COLOR: black"> as part of the organisation =
wide=20
                  implementation of ECM platform </SPAN><SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#documentum">Documentum</A></SPAN><SPAN=20
                  style=3D"COLOR: black"> for information sharing and =
business=20
                  continuity. The ECM initiative facilitates informed =
decision=20
                  making, through the introduction the electronic =
workflow, the=20
                  creation and capture of electronic records and =
enhanced=20
                  preservation of vital records through systems =
backup.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;=20
                  </SPAN><O:P></O:P></SPAN></SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; TEXT-INDENT: -0.5in; =
MARGIN-LEFT: 0.5in; mso-layout-grid-align: none; mso-text-indent-alt: =
-.25in; mso-list: l29 level1 lfo28; mso-list-change: &#61623;'United =
Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; COLOR: black; FONT-SIZE: =
11pt; mso-fareast-font-family: Symbol; mso-bidi-font-family: =
Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">Archival=20
                  Preservation</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; MARGIN-LEFT: 0.25in; =
mso-layout-grid-align: none"=20
                  class=3DMsoNormal><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P=20
                  style=3D"LINE-HEIGHT: 12pt; MARGIN-LEFT: 0.5in; =
mso-layout-grid-align: none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">Digitisation=20
                  offers strategies for long-term preservation of =
</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#archivalrecords">archival=20
                  records</A></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"> by=20
                  reducing handling of original hard copy archives, =
improving=20
                  access to archives by making digital </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#archivalrecords">archives</A></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">=20
                  available through databases, websites and via email. =
Please=20
                  note, that archival preservation measures should be=20
                  coordinated with ARMS. <O:P></O:P></SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt">A=20
                  departmental or office digitisation programme will =
follow one=20
                  or more of these strategies. This guidance addresses =
the three=20
                  strategies through the provision of policy, record =
keeping and=20
                  technical requirements to support =
digitisation.</SPAN></P>
                  <P></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dbenefits></A>2. BENEFITS OF RECORDS =
DIGITISATION=20
                  <O:P></O:P></SPAN></U></B></P>
                  <P></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">A =
records=20
                  digitisation programme offers strategic benefits for =
storage=20
                  costs, information sharing, paper elimination and=20
                  preservation. These benefits form the basis for =
establishing a=20
                  value assessment for digitisation. The following table =
offers=20
                  information to assist staff members in determining =
whether to=20
                  proceed with a digitisation plan: =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <TABLE border=3D1 summary=3D"BENEFITS OF RECORDS =
DIGITISATION"=20
                  width=3D700>
                    <TBODY>
                    <TR>
                      <TH scope=3Dcol>
                        <P><SPAN class=3Dstyle1>VALUE ADDED =
BENEFIT</SPAN></P></TH>
                      <TH scope=3Dcol>
                        <P><SPAN =
class=3Dstyle1>REQUIREMENT</SPAN></P></TH>
                      <TH scope=3Dcol>
                        <P><SPAN class=3Dstyle1>COMMENTS =
</SPAN></P></TH></TR>
                    <TR>
                      <TD>Access&nbsp;</TD>
                      <TD>Are there records, either <A=20
                        =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#activerecords">active</A>=20
                        or archival, that are in heavy use by multiple =
people?=20
                      &nbsp;</TD>
                      <TD>If the records are heavily used, active=20
                        transactional records or archival records =
digitisation=20
                        allows for ease of dissemination =
electronically.</TD></TR>
                    <TR>
                      <TD>Preservation and Protection</TD>
                      <TD>Do the records have lasting historical value =
or are=20
                        still active or <A=20
                        =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#semiactiverecords">semi-active</A>=20
                        but in a fragile condition? Are they vital =
records that=20
                        must be protected as a disaster mitigation =
strategy?</TD>
                      <TD>Digitisation is often used for older archival=20
                        materials that are in danger of damage due to =
aging, or=20
                        to create a digital <A=20
                        =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#mastercopy">master</A>=20
                        or <A=20
                        =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#accesscopy">access=20
                        copy</A> for unstable or damaged =
materials.</TD></TR>
                    <TR>
                      <TD>Storage and Paper Reduction </TD>
                      <TD>Do storage costs outweigh the benefit to =
keeping=20
                        physical records with temporary value? =
<BR><BR>Are there=20
                        conditions that prevent the storage of temporary =

                        physical records? <BR><BR>Is your office working =
towards=20
                        an ECM platform that will facilitate increased =
use of=20
                        electronic records? <BR><BR></TD>
                      <TD>Digitisation can be used in situations when =
storage=20
                        of physical records is either too costly or =
unavailable=20
                        due to moving locations or lack of resources. =
Reducing=20
                        paper and increasing the use of electronic =
records also=20
                        supports the implementation of the ECM =
initiative. In=20
                        both cases, record keeping standards must be=20
                        incorporated into the digitisation programme. =
See=20
                        Section 4.1</TD></TR></TBODY></TABLE>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dchoosingrecords></A>3. CHOOSING RECORDS TO BE =
DIGITISED=20
                  <O:P></O:P></SPAN></U></B></P>
                  <P class=3DMsoNormal>&nbsp;</P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Digitisation is a=20
                  strategy that can be used as part of an overall =
records=20
                  management programme. It does not and cannot function =
alone.=20
                  Therefore, when determining what records should be set =
for=20
                  digitisation there are issues to consider depending on =
the=20
                  record keeping system and the type of records being=20
                  managed.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>For=20
                  instance, there should already be a file plan, an =
information=20
                  security plan and a <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#retentionschedule">retention=20
                  schedule</A></SPAN> in place prior to launching a =
digitisation=20
                  project. <SPAN style=3D"mso-spacerun: =
yes">&nbsp;</SPAN>A record=20
                  keeping system can be a simple data base that follows =
a basic=20
                  office file plan or it can be a sophisticated records=20
                  management solution with detailed <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#taxonomy">taxonomies</A></SPAN>.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Documentum =
will act as=20
                  your database and records management technical =
solution. The=20
                  following outlines considerations other than access,=20
                  preservation and storage concerns. =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Drecordsretention></A>3.1 Records Retention=20
                  <O:P></O:P></SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">When an =
approved=20
                  records<SPAN style=3D"COLOR: #993366"> =
</SPAN>retention=20
                  schedule<SPAN style=3D"COLOR: #993366"> </SPAN>for a =
category of=20
                  records defines that the records should be retained =
for 2=20
                  years or less, it may not be worth the expense of =
digitisation=20
                  unless they are heavily trafficked. Refer to the =
office or=20
                  department retention schedule for more information on =
records=92=20
                  lifecycles (the lifespan of a record from it creation =
to its=20
                  disposition or transfer to archives). <SPAN=20
                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#retentionscheduling">See=20
                  also section 4.5</A></SPAN> on retention scheduling or =

                  visit:</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/retentionschedules.html"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources/r=
etentionschedules.html</SPAN></A><SPAN=20
                  style=3D"FONT-SIZE: 10pt"> <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Drecordsactive></A>3.2 Records in Active=20
                  Use</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Staff =
members=20
                  should assess if the materials being considered for=20
                  digitisation are <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#document">documents</A></SPAN>=20
                  that are likely to be added to or amended in the =
normal course=20
                  of business. If so, they may not be suitable for =
digitisation.=20
                  Documents should be finalized and unalterable to be =
considered=20
                  appropriate for digitisation. Frequency of access to =
records=20
                  can be a deciding factor in records digitisation. =
<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN>For example, =
if records=20
                  are not in active use and are due for disposal in the =
near=20
                  future, it may not be a value added exercise to =
digitise them.=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dsubstantivevsofficial></A>3.3 Substantive =
Records versus=20
                  Official Documents and Reference Materials=20
                  <O:P></O:P></SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Published=20
                  materials and reference documents are not considered =
records=20
                  or archives according to the standards of records =
management=20
                  and archives and therefore should not be considered =
for=20
                  digitisation. <SPAN style=3D"mso-spacerun: =
yes">&nbsp;</SPAN>For=20
                  example, convenience or reference copies of official =
<SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#unofficialdocument">UN=20
                  Official Document</A></SPAN> (resolutions, SGBs, AIs, =
ICs=20
                  etc)<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>should not=20
                  be</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-GB"=20
                  lang=3DEN-GB> digitised</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">, nor =
should <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#unparlimentarydocs">UN=20
                  parliamentary documents</A></SPAN> (General Assembly, =
Security=20
                  Council, ECOSOC, etc.) that are kept in offices for =
reference=20
                  purposes.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>The=20
                  documents are available in digital form through the =
Official=20
                  Documents System (ODS) at:<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN></SPAN><A=20
                  href=3D"http://documents.un.org/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://documents.un.org</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">/</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">.</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dphysicalattbs></A>3.4 Physical =
Attributes</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Depending on the=20
                  tools available, some record formats are more suitable =
for=20
                  digitisation than others. For example, large format =
records,=20
                  ones with reflective surfaces or materials=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-GB"=20
                  lang=3DEN-GB>that are bound such as booklets, may be =
more=20
                  difficult to scan effectively. </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Photographs, maps=20
                  and plans can also pose challenges and may require a =
special=20
                  kind of <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#scanner">scanner</A></SPAN>,=20
                  software programme and guidelines in terms of =
resolution and=20
                  quality.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>It is=20
                  also important to consider frail items that may need=20
                  additional preservation measures such as photographs =
that are=20
                  fading or paper records that are ripped.=20
<O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal>
                  <P></P><A name=3Drecordkeepingrequirements></A>4. =
RECORD KEEPING=20
                  REQUIREMENTS FOR DIGITISATION <O:P></O:P>
                  <P></P>
                  <P></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>The value of a digitised record is =
dependent on the=20
                  content, quality of digital capture and the security =
measures=20
                  taken to protect it from tampering and information =
loss. <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#recordkeepingsystems">Record=20
                  keeping systems</A> </SPAN>and requirements are =
designed to=20
                  ensure that records are protected according to the =
best=20
                  practices available. <O:P></O:P></SPAN></P>
                  <P></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.25in; MARGIN-LEFT: 0.25in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l17 level2 lfo27; =
mso-list-change: '%1:4:0:.%2:1:0:' 'United Nations' 20090427T1110; =
tab-stops: list .25in"=20
                  class=3DMsoNormal><![if !supportLists]><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-fareast-font-family: Arial; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore"><A=20
                  name=3Delectroniccopy></A>4.1<SPAN=20
                  style=3D"FONT: 7pt 'Times New Roman'">&nbsp;=20
                  </SPAN></SPAN></SPAN></B><![endif]><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>The Electronic Copy as Record=20
                  <O:P></O:P></SPAN></B></P>
                  <P></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Record keeping standards require that =
copies of=20
                  records be <I=20
                  style=3D"mso-bidi-font-style: normal">authentic</I>, =
<I=20
                  style=3D"mso-bidi-font-style: normal">complete</I> and =
<I=20
                  style=3D"mso-bidi-font-style: normal">accessible</I> =
to be=20
                  relied on as <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#evidence">evidence</A></SPAN>.=20
                  Departments and offices may be required to prove the=20
                  authenticity, accuracy and completeness of digitised =
records.=20
                  The following is a summary of requirements for =
ensuring=20
                  reliable digital copies: <O:P></O:P></SPAN></P>
                  <P></P>
                  <DIV align=3Dcenter>
                  <TABLE=20
                  style=3D"BORDER-BOTTOM: medium none; BORDER-LEFT: =
medium none; BORDER-COLLAPSE: collapse; BORDER-TOP: medium none; =
BORDER-RIGHT: medium none; mso-border-alt: solid windowtext 1.0pt; =
mso-yfti-tbllook: 480; mso-padding-alt: 0in 5.4pt 0in 5.4pt; =
mso-border-insideh: 1.0pt solid windowtext; mso-border-insidev: 1.0pt =
solid windowtext"=20
                  class=3DMsoNormalTable border=3D1 cellSpacing=3D0 =
cellPadding=3D0>
                    <TBODY>
                    <TR style=3D"mso-yfti-irow: 0; mso-yfti-firstrow: =
yes">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 1.5in; PADDING-RIGHT: 5.4pt; BORDER-TOP: windowtext 1pt =
solid; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in"=20
                      vAlign=3Dtop width=3D144>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">TO =
BE=85=20
                        </SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial"><O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: windowtext 1pt solid; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D295>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">...DIGITAL=20
                        CAPTURE MUST BE</SPAN></B><B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></B></P>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial"><O:P>&nbsp;</O:P>=20
                        </SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 1">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 1.5in; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D144>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Authentic</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">the product=20
                        of routine, authorized copying and registration=20
                        processes.</SPAN><SPAN style=3D"FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 2">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 1.5in; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D144>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Complete</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">an =
accurate,=20
                        legible reproduction of the original that =
contains all=20
                        intellectual and physical components of the =
original=20
                        without alterations to content.</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial"><O:P>&nbsp;</O:P>=20
                      </SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 3; mso-yfti-lastrow: =
yes">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 1.5in; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D144>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Accessible</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Available,=20
                        searchable and readable to all those with a =
right to=20
                        access it, for as long as it is =
required.</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial"><O:P>&nbsp;</O:P>=20
                      </SPAN></P></TD></TR></TBODY></TABLE></DIV>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Drecordkeepingsys></A>4.2. Record Keeping =
Systems <SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN>=20
                  <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Once =
records are=20
                  digitised, how will they be retrieved for use? How =
will the=20
                  structure of your electronic filing system fit with =
that of=20
                  the hard copies? It is important that records,=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">both the =
<SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#electronicrecords">electronic</A></SPAN>=20
                  and the paper versions are organised, tracked, secure =
and=20
                  retrievable in accordance with a record keeping =
system. Record=20
                  keeping systems facilitate the management of records=20
                  throughout their <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#recordslifecycle">lifecycle</A></SPAN>=20
                  and minimize the risks associated with poor record =
keeping=20
                  such as loss of important documents. As stated before, =
your=20
                  electronic record keeping system can be a simple =
database=20
                  programme or a sophisticated system such as =
Documentum<I=20
                  style=3D"mso-bidi-font-style: normal">.</I>=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Record =
keeping=20
                  systems provide the tools necessary for records =
retention and=20
                  <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#disposal">disposal</A></SPAN>,=20
                  <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#metadata">metadata</A></SPAN>=20
                  capture, <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#classification">classification</A></SPAN>=20
                  of records and <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#tracking">tracking</A></SPAN>=20
                  and indexing. <O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Please =
refer to <B=20
                  style=3D"mso-bidi-font-weight: normal">Functional =
Requirements=20
                  for Record Keeping Systems</B> found through=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">ARMS =
website:=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/doc/arms_functionalrequirements_sta=
ndard.pdf"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://archives.un.org/unarms/doc/arms_functionalrequirements_stand=
ard.pdf</SPAN></A><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></U></B></P>
                  <P></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dinformationsensitivity></A>4.3 Digitisation and =

                  Information Sensitivity <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Helv">While=20
                  records digitisation can have many benefits it can =
also=20
                  present certain risks in relation to the protection of =

                  </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Helv; FONT-SIZE: 11pt; =
mso-bidi-font-family: Arial">sensitive=20
                  information<SPAN style=3D"COLOR: black">. Careful =
consideration=20
                  should be given before</SPAN></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-ansi-language: EN-GB; mso-bidi-font-family: Arial"=20
                  lang=3DEN-GB> digitising</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Arial">=20
                  records marked as =93Strictly Confidential,=94 =
<BR>=93Top Secret,=94=20
                  or those containing sensitive personal information. =
Digitised=20
                  records containing sensitive information will require=20
                  appropriate metadata; security and access markers =
compliant=20
                  with <I=20
                  style=3D"mso-bidi-font-style: =
normal">Secretary-General=92s=20
                  bulletin ST/SGB/2007/6 on Information sensitivity,=20
                  classification and handling</I>, to be incorporated =
into=20
                  whatever system or database where the digitised =
records will=20
                  be stored. This is critical to ensure the records are =
only=20
                  accessed by those on a need to know basis, and to =
reduce the=20
                  risk of possible</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
11pt; mso-ansi-language: EN-GB; mso-bidi-font-family: Arial"=20
                  lang=3DEN-GB> unauthorised</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Arial">=20
                  access to sensitive information. =
<O:P></O:P></SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Helv"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Arial">During=20
                  the digitisation process any security classified =
records (hard=20
                  copy and digital) should be kept separate from public =
or=20
                  unclassified records. This is done to ensure that =
classified=20
                  records can be managed as a separate group, in =
addition to=20
                  being protected for future records </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt; mso-bidi-font-family: Arial"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#declassification">declassification</A></SPAN><SP=
AN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
11pt; mso-ansi-language: EN-GB; mso-bidi-font-family: Arial"=20
                  lang=3DEN-GB> initiatives</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Helv">.=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
10pt; mso-bidi-font-family: Helv"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>For further information on records =
sensitivity and=20
                  handling refer to </SPAN><I=20
                  style=3D"mso-bidi-font-style: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Helv">Secretary-General=92s=20
                  bulletin ST/SGB/2007/6 on Information sensitivity,=20
                  classification and handling </SPAN></I><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Helv">and<I=20
                  style=3D"mso-bidi-font-style: normal"> Secretary =
General=92s=20
                  bulletin </I></SPAN><I=20
                  style=3D"mso-bidi-font-style: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>ST/SGB/2007/5</SPAN></I><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU> on</SPAN><I=20
                  style=3D"mso-bidi-font-style: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Helv">=20
                  Record</SPAN></I><I style=3D"mso-bidi-font-style: =
normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>:-keeping and the management of United =
Nations=20
                  archives </SPAN></I><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>at: <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/doc/ST_SGB_2007_5_eng.pdf"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt; =
mso-ansi-language: EN-AU"=20
                  =
lang=3DEN-AU>http://archives.un.org/unarms/doc/ST_SGB_2007_5_eng.pdf</SPA=
N></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU> <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/doc/ST_SGB_2007_6_eng.pdf"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt; =
mso-ansi-language: EN-AU"=20
                  =
lang=3DEN-AU>http://archives.un.org/unarms/doc/ST_SGB_2007_6_eng.pdf</SPA=
N></A>=20

                  <P></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  id=3Dmetadatacapture name=3Dmetadatacapture></A>4.4 =
Metadata=20
                  Capture <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"LINE-HEIGHT: 12pt; mso-layout-grid-align: =
none"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Helv; COLOR: black; FONT-SIZE: =
11pt; mso-bidi-font-family: Helv">
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">To =
facilitate=20
                  future access and retrieval, records need to be =
organised and=20
                  arranged using taxonomies or a <SPAN style=3D"COLOR: =
#993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#fileplan">file=20
                  plan</A></SPAN> and described by record keeping =
metadata.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Taxonomies =
provide a=20
                  structure for describing and organizing records based =
on their=20
                  function, while metadata describes the information =
about=20
                  records, such as date, origin and document type.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>A file plan =
or=20
                  classification plan identifies categories to aid in =
the <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#FCS">arrangement</A></SPAN>=20
                  of records.<SPAN style=3D"mso-spacerun: yes">&nbsp;=20
                  </SPAN>Records being prepared for digitisation should=20
                  correlate with the department or office file plan or =
record=20
                  keeping taxonomy. Arrangement refers to the physical =
placement=20
                  of records within groups according to the =
classifications of=20
                  your file plan. This <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">arrangement will=20
                  be replicated in your electronic record keeping =
system, once=20
                  the records have been digitised. Records should be =
scanned=20
                  according to their original physical arrangement.<SPAN =

                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Electronic =
records=20
                  (digitised and born-digital records such as emails) =
require=20
                  unique identifiers or metadata elements to facilitate =
their=20
                  management. <SPAN style=3D"mso-spacerun: =
yes">&nbsp;</SPAN><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN>Not all =
metadata=20
                  elements are mandatory. However, the more metadata =
captured,=20
                  the more complete your record, and the easier it will =
be to=20
                  facilitate the management of records. =
<O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-TOP: 12pt" class=3DDefault><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">The =
following is a=20
                  list of metadata elements required by ARMS and =
developed=20
                  according to the International Standards Organisation =
(ISO=20
                  15836) and the Dublin Core Metadata Element Set:=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-TOP: 12pt" class=3DDefault><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <DIV align=3Dcenter>
                  <TABLE=20
                  style=3D"BORDER-BOTTOM: medium none; BORDER-LEFT: =
medium none; BORDER-COLLAPSE: collapse; BORDER-TOP: medium none; =
BORDER-RIGHT: medium none; mso-border-alt: solid windowtext 1.0pt; =
mso-yfti-tbllook: 480; mso-padding-alt: 0in 5.4pt 0in 5.4pt; =
mso-border-insideh: 1.0pt solid windowtext; mso-border-insidev: 1.0pt =
solid windowtext"=20
                  class=3DMsoNormalTable border=3D1 cellSpacing=3D0 =
cellPadding=3D0>
                    <TBODY>
                    <TR=20
                    style=3D"HEIGHT: 21.1pt; mso-yfti-irow: 0; =
mso-yfti-firstrow: yes">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; HEIGHT: 21.1pt; BORDER-TOP: =
windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: =
0in"=20
                      width=3D228>
                        <P class=3DMsoNormal><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">METADATA=20
                        ELEMENTS</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; HEIGHT: 21.1pt; BORDER-TOP: =
windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: =
0in; mso-border-left-alt: solid windowtext 1.0pt"=20
                      width=3D276>
                        <P class=3DMsoNormal><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">OBLIGATION</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
                    <O:P></O:P></SPAN></B></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 1">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Identifier</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 2">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Title</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 3">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Subject</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Optional</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 4">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Description</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Optional</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 5">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Creator</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 6">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Date</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 7">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Addressee</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory=20
                        for email, Optional for other =
records</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 8">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Record=20
                        type</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory=20
                        where applicable</SPAN><SPAN =
style=3D"FONT-FAMILY: Arial">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 9">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Relation</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory=20
                        where applicable</SPAN><SPAN =
style=3D"FONT-FAMILY: Arial">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 10">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Function</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Optional but=20
                        highly recommended</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 11">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt"><A=20
                        =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#aggregation">Aggregation</A></SPAN></B><A=20
                        =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#aggregation"><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: #993366">=20
                        <O:P></O:P></SPAN></B></A></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 12">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Language</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 13">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Location</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Optional</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 14">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Security=20
                        &amp; Access</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 15">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Disposal</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 16">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Format</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Mandatory</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 17; mso-yfti-lastrow: =
yes">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 171pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D228>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; COLOR: black; =
FONT-SIZE: 11pt">Preservation</SPAN></B><B=20
                        style=3D"mso-bidi-font-weight: normal"><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
<O:P></O:P></SPAN></B></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 207pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      vAlign=3Dtop width=3D276>
                        <P class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Optional</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
                    =
<O:P></O:P></SPAN></P></TD></TR></TBODY></TABLE></DIV>
                  <P style=3D"MARGIN-TOP: 12pt" class=3DDefault><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Please =
consult=20
                  ARMS for information on file plans, classifications =
and=20
                  taxonomies. For more information on metadata =
standards:=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-TOP: 12pt" class=3DDefault><A=20
                  =
href=3D"http://archives.un.org/unarms/doc/ARMS_Standard_Recordkeeping_Met=
adata_Final.pdf"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://archives.un.org/unarms/doc/ARMS_Standard_Recordkeeping_Metad=
ata_Final.pdf</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-TOP: 12pt" class=3DDefault><A=20
                  =
href=3D"http://dublincore.org/documents/2008/01/14/dces/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://dublincore.org/documents/2008/01/14/dces/</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"MARGIN: 0in 0in 0pt; mso-outline-level: =
1"><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dretentionscheduling></A>4.5 Retention =
Scheduling=20
                  <O:P></O:P></SPAN></B></P>
                  <P></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">All UN =
records are=20
                  subject to a retention schedule, a guide that is part =
of your=20
                  file plan that determines the life cycle of a =
record.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>At the end =
of a=20
                  records life cycle, from active to semi-active to =
non-active=20
                  the record will either be destroyed or retained as =
archivesdue=20
                  to its enduring historical value.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>The disposal =
of=20
                  physical and electronic (digital) records requires=20
                  authorization by ARMS through the issuance of an =
approved=20
                  records retention schedule.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Records =
should not be=20
                  digitised in lieu of retaining paper versions unless =
the=20
                  office or department has an approved retention =
schedule=20
                  authorizing their disposal. </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Image or digitised copies of United =
Nations records=20
                  are themselves <I style=3D"mso-bidi-font-style: =
normal">UN=20
                  records</I> and are subject to the same rules and =
regulations=20
                  established by ST/SGB/2007/5 and ST/SGB/2007/6. =
Failure to=20
                  follow these regulations would constitute a breach of =
United=20
                  Nations Policy.<SPAN style=3D"mso-spacerun: =
yes">&nbsp;=20
                  </SPAN>This applies to disposition of records in =
accordance=20
                  with retention scheduling. Physical and digital =
records that=20
                  have reached the end of their lifecycle can only be =
disposed=20
                  in accordance with established guidelines.=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN: 0in 0in 0pt"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"MARGIN: 0in 0in 0pt; mso-outline-level: =
1"><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Ddisposaloforiginalrecord></A>4.5.1 Disposal of =
Original=20
                  Hardcopy Records <O:P></O:P></SPAN></B></P>
                  <P style=3D"MARGIN: 0in 0in 0pt"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"MARGIN: 0in 0in 0pt"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Arial Unicode MS'">Physical=20
                  records that are to be kept (according to a records =
retention=20
                  schedule) as United Nations archives cannot be =
destroyed after=20
                  scanning. ARMS should be consulted regarding long-term =
storage=20
                  and preservation of records that have enduring =
historical=20
                  value and are kept as archives. </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Arial Unicode MS'"=20
                  lang=3DEN-AU>Even when disposition of records is =
authorised by a=20
                  records retention schedule there may be other =
considerations=20
                  concerning disposition of original hard copy =
records.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Examples of =
possible=20
                  special requirements to retain the records in their =
original=20
                  format includ</SPAN><SPAN=20
                  style=3D"FONT-SIZE: 11pt; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>e:</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l4 level1 lfo8; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>a legal or operational rule that relies =
on=20
                  distribution of a hard copy record for annotation =
and/or=20
                  signature;<BR style=3D"mso-special-character: =
line-break"><![if !supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l4 level1 lfo8; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>the possible use in the future of graphic =
materials=20
                  e.g. posters, designs, photographs, brochures for =
display, or=20
                  <BR style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l4 level1 lfo8; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>clients=92 expectations that they will be =
able to=20
                  access certain records relating to them in their =
original=20
                  formats. An example would be original records related =
to the=20
                  International Criminal Tribunals of Rwanda or =
Yugoslavia.=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>When there is concern about possible risk =
for the=20
                  destruction of an original hard copy, ARMS should be=20
                  consulted. When <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#destruction">destruction</A></SPAN>=20
                  has been approved by ARMS, original hard copy records =
should=20
                  be retained until quality control is complete and =
digitised=20
                  versions are certified to be <I=20
                  style=3D"mso-bidi-font-style: normal">authentic, =
complete and=20
                  accessible</I>. A good strategy for managing original =
hard=20
                  copy records to be disposed after digitisation is to:=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l18 level1 lfo15; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>establish a set period for keeping =
original hard=20
                  copy records for quality control purposes =96 e.g. 3 =
months, 6=20
                  months or 1 year - and apply it consistently;=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l33 level1 lfo14; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>ensure responsible staff are aware of =
possible=20
                  exclusions outlined above (e.g. records required for =
current=20
                  legal proceedings);<BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l33 level1 lfo14; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>ensure that digital copies are being =
registered=20
                  into a record keeping system and properly sentenced =
using the=20
                  appropriate retention and disposal authority.=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Staff members responsible for =
digitisation projects=20
                  should document the results of their assessment of =
such=20
                  requirements for retaining original hard copy records, =
and=20
                  obtain an approved records retention schedule from =
ARMS before=20
                  commencing routine destruction of records. Where =
original hard=20
                  copy records are not authorised for destruction, they =
should=20
                  be registered in a record keeping system for =
management and=20
                  retrieval purposes and retained for their full =
retention=20
                  periods. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal>&nbsp;</P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><A =
name=3Ddisposalofdigitalcopies></A>4.5.2.=20
                  Retention and Disposal of Digital Copies=20
                  <P></P><O:P></O:P>
                  <P></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>There are some principles to follow when =
and=20
                  managing the image copies to ensure that they continue =
to be=20
                  authentic, complete and accessible: =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l34 level1 lfo7; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>capture of the image copies as records =
into=20
                  organisational record keeping systems;<BR><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN> =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l34 level1 lfo7; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>management of the image copies under the =
framework=20
                  of ARMS=92 record keeping rules and =
requirements;<BR><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN> =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l34 level1 lfo7; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>keeping adequate record keeping metadata =
to=20
                  facilitate the records' preservation, use and =
retrieval; <BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l34 level1 lfo7; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>careful planning for long term =
accessibility of the=20
                  images;<BR style=3D"mso-special-character: =
line-break"><![if !supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l34 level1 lfo7; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>images should be kept in an authorised =
record=20
                  keeping system. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>It is important to note that records =
retention=20
                  schedules apply to a record regardless of its format. =
When a=20
                  retention schedules authorises the disposal of records =
after a=20
                  certain period both physical, hardcopy, as well as any =

                  corresponding digital copies of the records should be=20
                  destroyed. Records management software that is =
configured with=20
                  records retention schedules has the capability to =
manage the=20
                  disposal of hardcopy and digital records.=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Guidelines for secure records disposal =
can be=20
                  found: <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsservices/=
recordstransferdisposal.html#id2"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsservices/re=
cordstransferdisposal.html#id2</SPAN></A><SPAN=20
                  style=3D"FONT-SIZE: 10pt"> <O:P></O:P></SPAN></P>
                  <P><B style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A name=3Ddocumentingprocess></A>5. =
DOCUMENTING THE=20
                  DIGITISATION PROCESS <O:P></O:P></SPAN></U></B></P>
                  <P></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Departments and offices must be able to =
certify=20
                  that their electronic records are accurate and =
complete.=20
                  Altered digital copies are not considered authentic =
and cannot=20
                  be used as evidence of UN business. Therefore, it is =
essential=20
                  that all aspects of the digitisation process be well=20
                  documented including image enhancement techniques, use =
of=20
                  security controls and preservation techniques. It is =
possible=20
                  that y</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>our department or office may be called =
upon to=20
                  justify its claims that its records copied as digital =
images=20
                  may be relied upon as evidence, either by a court of =
law, an=20
                  external investigative body or a member of the public. =
The=20
                  measures recommended to certify that <I=20
                  style=3D"mso-bidi-font-style: normal">authentic</I>, =
<I=20
                  style=3D"mso-bidi-font-style: normal">complete</I> and =
<I=20
                  style=3D"mso-bidi-font-style: normal">accessible</I> =
digital=20
                  capture are as follows: adherence to standards set by=20
                  organisational policy and procedures; =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l25 level1 lfo34; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Application of relevant, complete and =
accurate=20
                  metadata (<SPAN style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#metadatacapture">See=20
                  section 4.4</A></SPAN>);<BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l25 level1 lfo34; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Implementation of procedures for =
accommodating=20
                  documents with incomplete metadata; <BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l25 level1 lfo34; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Use of 'read-only' controls in network =
servers used=20
                  for electronic storage; <BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l25 level1 lfo34; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Application preservation measures and =
protection of=20
                  electronic storage devices (optical discs, hard =
drives) from=20
                  deterioration; <BR style=3D"mso-special-character: =
line-break"><![if !supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l25 level1 lfo34; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Use of security controls such as access =
passwords,=20
                  encryption and audit trails to prevent any alteration =
of the=20
                  images;<BR style=3D"mso-special-character: =
line-break"><![if !supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l25 level1 lfo34; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Use of retention scheduling for =
destruction,=20
                  retention or transfer of records (<SPAN=20
                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#retentionscheduling">See=20
                  section 4.5</A></SPAN>);<BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l25 level1 lfo34; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Application of security classification =
for records=20
                  that contain sensitive information (<SPAN=20
                  style=3D"COLOR: #33cccc"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/guideline%20on%20records%20digitisation.htm#informationsensitivity">See =

                  section 4.3</A></SPAN>). <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>The following table outlines the kind of=20
                  information that should be retained for documentation=20
                  purposes: <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <TABLE=20
                  style=3D"BORDER-BOTTOM: medium none; BORDER-LEFT: =
medium none; WIDTH: 491.4pt; BORDER-COLLAPSE: collapse; MARGIN-LEFT: =
5.4pt; BORDER-TOP: medium none; BORDER-RIGHT: medium none; =
mso-border-alt: solid windowtext 1.0pt; mso-yfti-tbllook: 480; =
mso-padding-alt: 0in 5.4pt 0in 5.4pt; mso-border-insideh: .75pt solid =
windowtext; mso-border-insidev: .75pt solid windowtext"=20
                  class=3DMsoNormalTable border=3D1 cellSpacing=3D0 =
cellPadding=3D0=20
                  width=3D655>
                    <TBODY>
                    <TR=20
                    style=3D"HEIGHT: 18.75pt; mso-yfti-irow: 0; =
mso-yfti-firstrow: yes">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; HEIGHT: 18.75pt; =
BORDER-TOP: windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; =
PADDING-TOP: 0in; mso-border-left-alt: 1.0pt; mso-border-top-alt: 1.0pt; =
mso-border-bottom-alt: .75pt; mso-border-right-alt: .75pt; =
mso-border-color-alt: windowtext; mso-border-style-alt: solid"=20
                      width=3D295>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">KEEP COPIES=20
                        OF...</SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 3.75in; PADDING-RIGHT: 5.4pt; HEIGHT: 18.75pt; BORDER-TOP: =
windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: =
0in; mso-border-left-alt: .75pt; mso-border-top-alt: 1.0pt; =
mso-border-bottom-alt: .75pt; mso-border-right-alt: 1.0pt; =
mso-border-color-alt: windowtext; mso-border-style-alt: solid"=20
                      width=3D360>
                        <P class=3DMsoNormal><B><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">...TO=20
                        SHOW</SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 70.35pt; mso-yfti-irow: 1">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; HEIGHT: 70.35pt; =
BORDER-TOP: medium none; BORDER-RIGHT: windowtext 1pt solid; =
PADDING-TOP: 0in; mso-border-alt: solid windowtext .75pt; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext .75pt"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">United=20
                        Nations policy and procedures for record keeping =
and=20
                        digitisation.</SPAN><SPAN style=3D"FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 3.75in; PADDING-RIGHT: 5.4pt; HEIGHT: 70.35pt; BORDER-TOP: medium =
none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-alt: solid windowtext .75pt; mso-border-left-alt: solid =
windowtext .75pt; mso-border-top-alt: solid windowtext .75pt; =
mso-border-right-alt: solid windowtext 1.0pt"=20
                      width=3D360>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l30 level1 lfo9; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">which=20
                        records are digitised, destroyed, retained or=20
                        transferred as archives and, </SPAN><SPAN=20
                        style=3D"FONT-FAMILY: =
Arial"><O:P></O:P></SPAN></P>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l30 level1 lfo9; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">verification=20
                        of quality control measures.</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 2">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; mso-border-alt: =
solid windowtext .75pt; mso-border-left-alt: solid windowtext 1.0pt; =
mso-border-top-alt: solid windowtext .75pt"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">The work=20
                        plan outlining the<SPAN style=3D"mso-spacerun: =
yes">&nbsp;=20
                        </SPAN>digitisation system</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 3.75in; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; mso-border-alt: =
solid windowtext .75pt; mso-border-left-alt: solid windowtext .75pt; =
mso-border-top-alt: solid windowtext .75pt; mso-border-right-alt: solid =
windowtext 1.0pt"=20
                      width=3D360>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l13 level1 lfo10; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">that=20
                        electronic storage and use of file formats were =
chosen=20
                        to suit the nature of the records and the =
organisation=92s=20
                        requirements and, </SPAN><SPAN=20
                        style=3D"FONT-FAMILY: =
Arial"><O:P></O:P></SPAN></P>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l13 level1 lfo10; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">that image=20
                        enhancement techniques are done such as =
retouching and=20
                        editing that may substantively alter the=20
                        records.</SPAN><SPAN style=3D"FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"mso-yfti-irow: 3">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; mso-border-alt: =
solid windowtext .75pt; mso-border-left-alt: solid windowtext 1.0pt; =
mso-border-top-alt: solid windowtext .75pt"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Documentation=20
                        of legislative or business requirements that =
impact the=20
                        retention, disposal or transfer of records =
</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: =
Arial"><O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 3.75in; PADDING-RIGHT: 5.4pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; mso-border-alt: =
solid windowtext .75pt; mso-border-left-alt: solid windowtext .75pt; =
mso-border-top-alt: solid windowtext .75pt; mso-border-right-alt: solid =
windowtext 1.0pt"=20
                      width=3D360>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l23 level1 lfo11; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">reasons why=20
                        originals should be retained by your=20
                        organisation.</SPAN><SPAN style=3D"FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 89.25pt; mso-yfti-irow: 4">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; HEIGHT: 89.25pt; =
BORDER-TOP: medium none; BORDER-RIGHT: windowtext 1pt solid; =
PADDING-TOP: 0in; mso-border-alt: solid windowtext .75pt; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext .75pt"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Planning=20
                        documents for long term accessibility of the =
digital=20
                        copies </SPAN><SPAN=20
                        style=3D"FONT-FAMILY: =
Arial"><O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 3.75in; PADDING-RIGHT: 5.4pt; HEIGHT: 89.25pt; BORDER-TOP: medium =
none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-alt: solid windowtext .75pt; mso-border-left-alt: solid =
windowtext .75pt; mso-border-top-alt: solid windowtext .75pt; =
mso-border-right-alt: solid windowtext 1.0pt"=20
                      width=3D360>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l7 level1 lfo12; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">that all=20
                        risks associated with digital records have been =
assessed=20
                        and, </SPAN><SPAN=20
                        style=3D"FONT-FAMILY: =
Arial"><O:P></O:P></SPAN></P>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l7 level1 lfo12; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">that=20
                        measures are in place to ensure long term=20
                        accessibility<SPAN style=3D"mso-spacerun: =
yes">&nbsp;=20
                        </SPAN>to the images and,</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial"> =
<O:P></O:P></SPAN></P>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l7 level1 lfo12; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">that digital=20
                        records are managed in a trustworthy record =
keeping=20
                        system.</SPAN><SPAN style=3D"FONT-FAMILY: =
Arial">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR=20
                    style=3D"HEIGHT: 55.5pt; mso-yfti-irow: 5; =
mso-yfti-lastrow: yes">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 221.4pt; PADDING-RIGHT: 5.4pt; HEIGHT: 55.5pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: 1.0pt; mso-border-top-alt: .75pt; =
mso-border-bottom-alt: 1.0pt; mso-border-right-alt: .75pt; =
mso-border-color-alt: windowtext; mso-border-style-alt: solid"=20
                      width=3D295>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Documentation=20
                        of disposal as required by ARMS </SPAN><SPAN=20
                        style=3D"FONT-FAMILY: =
Arial"><O:P></O:P></SPAN></P>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial"><O:P>&nbsp;</O:P>=20
                      </SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 3.75in; PADDING-RIGHT: 5.4pt; HEIGHT: 55.5pt; BORDER-TOP: medium =
none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext .75pt; mso-border-top-alt: solid =
windowtext .75pt"=20
                      width=3D360>
                        <P=20
                        style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: =
0.5in; mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l19 level1 lfo13; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                        class=3DMsoNormal><![if !supportLists]><SPAN=20
                        style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; =
mso-bidi-font-size: 12.0pt"><SPAN=20
                        style=3D"mso-list: Ignore">=B7<SPAN=20
                        style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                        </SPAN></SPAN></SPAN><![endif]><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">that records=20
                        (electronic and physical) are disposed in an =
authorised,=20
                        secure and accountable way.</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial">=20
                    <O:P></O:P></SPAN></P></TD></TR></TBODY></TABLE>
                  <P><A name=3D_Toc223491889></A><SPAN=20
                  style=3D"mso-bookmark: _Toc223491889"><B><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>6. TECHNICAL SPECIFICATIONS FOR=20
                  </SPAN></U></B></SPAN><B><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>DIGITAL IMAGING<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;=20
                  </SPAN><O:P></O:P></SPAN></U></B></P>
                  <P></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>ARMS requires that digitised records meet =
the=20
                  minimum technical specifications based on =
international=20
                  standards. Applying technical standards ensures the =
accurate=20
                  reproduction of United Nations records while also =
considering=20
                  the cost and storage constraints. =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal>&nbsp;</P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A name=3Dimagequality></A>6.1 Image =
Quality=20
                  <O:P></O:P></SPAN></B></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><SPAN style=3D"mso-spacerun: =
yes">&nbsp;</SPAN>There=20
                  are three conditions that will determine the quality =
of=20
                  digital capture: <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-outline-level: 1; mso-text-indent-alt: -.25in; mso-list: l22 level1 =
lfo25; mso-list-change: &#61623;'United Nations' 20090427T1110; =
tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-ansi-language: EN-AU; mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>User needs: access, web use and =
information=20
                  sharing. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-outline-level: 1; mso-text-indent-alt: -.25in; mso-list: l22 level1 =
lfo25; mso-list-change: &#61623;'United Nations' 20090427T1110; =
tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-ansi-language: EN-AU; mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Archival preservation: long-term storage =
for=20
                  permanent records. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-outline-level: 1; mso-text-indent-alt: -.25in; mso-list: l22 level1 =
lfo25; mso-list-change: &#61623;'United Nations' 20090427T1110; =
tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-ansi-language: EN-AU; mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Re-formatting such as document conversion =
for <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#OCR">Optical=20
                  Character Recognition (OCR)</A>.</SPAN> =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Digital records set for archival storage =
require=20
                  optimum preservation quality image capture. Digital =
records to=20
                  be used for information sharing and web use only, and =
that=20
                  will not be retained for an extended period of time, =
require a=20
                  lower quality image capture with smaller file sizes =
for ease=20
                  of access.<SPAN style=3D"mso-spacerun: yes">&nbsp;=20
                  </SPAN>Likewise, reformatting or converting files for=20
                  additional uses such as OCR, can pose an additional =
set of=20
                  requirements. In some cases it maybe necessary to =
create an <I=20
                  style=3D"mso-bidi-font-style: normal">access =
copy</I><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>(lower =
resolution,=20
                  smaller file size designed for sending files across =
the web or=20
                  for continuous access) for information sharing and a =
<I=20
                  style=3D"mso-bidi-font-style: normal">master copy =
</I>(meeting=20
                  all technical specifications used for long term =
preservation=20
                  with minimum access)<SPAN style=3D"mso-spacerun: =
yes">&nbsp;=20
                  </SPAN>for long-term preservation and =
reformatting.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>There are =
four=20
                  attributes that comprise required technical =
specifications for=20
                  image quality: <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -39pt; MARGIN-LEFT: 39pt; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-outline-level: 1; mso-text-indent-alt: -.25in; mso-list: l0 level1 =
lfo24; mso-list-change: &#61623;'United Nations' 20090427T1110; =
tab-stops: list 39.0pt"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-ansi-language: EN-AU; mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt; mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#resolution">Resolution</A></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>: the number of elements (dots, lines or =
pixels)=20
                  that comprise an image. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -39pt; MARGIN-LEFT: 39pt; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-outline-level: 1; mso-text-indent-alt: -.25in; mso-list: l0 level1 =
lfo24; mso-list-change: &#61623;'United Nations' 20090427T1110; =
tab-stops: list 39.0pt"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-ansi-language: EN-AU; mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; COLOR: #993366; =
FONT-SIZE: 11pt; mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#bitdepth">Bit-depth</A></SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>: the number of =93colours=94 or =
=93channels=94 used to=20
                  represent tonal values. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -39pt; MARGIN-LEFT: 39pt; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-outline-level: 1; mso-text-indent-alt: -.25in; mso-list: l0 level1 =
lfo24; mso-list-change: &#61623;'United Nations' 20090427T1110; =
tab-stops: list 39.0pt"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-ansi-language: EN-AU; mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>Image mode: defines an image according to =
its=20
                  bit-depth and method for =93describing=94 colour.=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -39pt; MARGIN-LEFT: 39pt; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-outline-level: 1; mso-text-indent-alt: -.25in; mso-list: l0 level1 =
lfo24; mso-list-change: &#61623;'United Nations' 20090427T1110; =
tab-stops: list 39.0pt"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-weight: bold; =
mso-ansi-language: EN-AU; mso-bidi-font-family: Symbol"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>File format: the way in which a file is =
encoded to=20
                  be read for specific purposes.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; =
</SPAN><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal>&nbsp;</P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A name=3Dpreservation></A>6.1.1 =
Preservation Quality=20
                  Digital Imaging <O:P></O:P></SPAN></B></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>For long-term archival preservation, ARMS =

                  recommends using standard <SPAN style=3D"COLOR: =
#993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#PDF">PDF=20
                  (Portable Document Format)</A></SPAN> file format for =
black=20
                  &amp; white textual documents with 1-bit-depth =
bi-tonal black=20
                  &amp; white mode, and a <I=20
                  style=3D"mso-bidi-font-style: normal">minimum</I> =
resolution of=20
                  300 ppi (<SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#pixel">pixels</A></SPAN>-per-inch.=20
                  Note that it is common to use dpi or dots-per-inch =
when=20
                  referring to digital images, though this is =
technically=20
                  incorrect).<SPAN style=3D"mso-spacerun: yes">&nbsp;=20
                  </SPAN>Currently, the International Standards =
Organisation=20
                  recommends using PDF/A for long term archival storage =
archival=20
                  storage because of its embedded metadata-capture =
capabilities.=20
                  However, ARMS recommends using the standard PDF format =
because=20
                  of its flexibility, accessibility and smaller file =
size.=20
                  Textual documents with additional details such as an =
official=20
                  seal, simple graphics pencil and ink markings require =
a=20
                  minimum 8-bit depth <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#greyscale">greyscale</A></SPAN>=20
                  or 24-bit depth colour. Documents with extensive =
graphics and=20
                  photography will require <SPAN style=3D"COLOR: =
#993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#TIFF">TIFF=20
                  (Tagged Image Format)</A></SPAN> with a minimum =
bit-depth=20
                  8-bit greyscale or 24-bit colour. Though, it is =
advisable to=20
                  seek assistance from archivist <SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN>when <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#scanning">scanning</A></SPAN>=20
                  speciality materials such as photographs for long term =

                  archival preservation.<SPAN style=3D"mso-spacerun: =
yes">&nbsp;=20
                  </SPAN>ARMS advises against using <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#JPEG">JPEG</A></SPAN>=20
                  (an image file format that can be <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#lossycompression">non-lossy</A></SPAN>=20
                  or <A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#lossycompression">lossy=20
                  compression</A> depending on the type) as it does not =
have the=20
                  appropriate attributes for metadata capture, nor meets =
the=20
                  standards for archival preservation. =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold">Please=20
                  note that ARMS must be consulted about any archival=20
                  digitisation projects to ensure they are undertaken in =

                  accordance with archival requirements and=20
                  standards.</SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU> <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal>&nbsp;</P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A name=3Daccess></A>6.1.2 Access-Only =
Quality=20
                  Digital Imaging <O:P></O:P></SPAN></B></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>For information sharing such as email and =
web use a=20
                  smaller compact file size is needed without =
sacrificing=20
                  legibility. Reducing quality for the sake of file size =
can=20
                  cause <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#pixelation">pixelation</A></SPAN>,=20
                  so it is important to apply a visual test to scans =
that are=20
                  captured at the minimum required resolution and=20
                  bit-depth.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>ARMS=20
                  suggests using, PDF, 1-bit-depth with a minimum =
resolution of=20
                  150 ppi for legibility to keep the file size low.<SPAN =

                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Where there =
are=20
                  graphics and photographic images, 8-bit greyscale or =
24-bit=20
                  colour <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#RGB">RGB</A></SPAN>=20
                  mode may be used with graphics and photographic =
images;=20
                  however the minimum 150 ppi should be maintained. =
Conducting=20
                  visual tests (simply viewing a scanned document =
magnified=20
                  several times on your computer screen) will help to =
determine=20
                  the minimum resolution for maximum legibility. JPEG is =
an=20
                  adequate file format for information sharing and web =
use.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; =
</SPAN><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal>&nbsp;</P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU><A name=3Dreformatting></A>6.1.3 Other =
Uses=20
                  <O:P></O:P></SPAN></B></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold">Upon=20
                  starting a digitisation programme there may be =
instances where=20
                  digital files for other uses besides access and =
archival=20
                  storage.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>For=20
                  example, applying Optical Character Recognition (OCR) =
to your=20
                  digital scans. OCR is the electronic translation of =
textual=20
                  image documents into web searchable and editable =
text.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Digital =
records that=20
                  undergo OCRing should be 1-bit <A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#bitonal">bi-tonal</A>=20
                  high resolution images for optimal result. OCR cannot =
decipher=20
                  graphic images or tonal gradation between pencil and =
ink.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;&nbsp; </SPAN>The =
minimum=20
                  resolution should be 300ppi, though higher resolution =
of 400=20
                  ppi is recommended to reduce the risk of =
pixilation.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; =
</SPAN><O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal>&nbsp;</P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Ddigitisationtools></A>6.2 Digitisation Tools=20
                  <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Digitisation=20
                  requires a set of tools and resources such as =
scanners,=20
                  imaging software, a storage solution and available =
staff.=20
                  Consider your budget and available resources. The type =
of=20
                  scanner chosen will depend on the document type and =
volume of=20
                  records. Likewise, your scanning and imaging software =
and file=20
                  type (PDF, JPEG etc) will also depend on the system =
you are=20
                  using and your user needs. Also consider whether it is =
more=20
                  cost effective to hire a vendor.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; =
</SPAN><O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Tools =
required for=20
                  digitisation as a record keeping measure:=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l26 level1 lfo21; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Digital =
scanner;=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l26 level1 lfo21; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Imaging =
and=20
                  scanning software; <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l26 level1 lfo21; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Electronic record=20
                  keeping system; <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l26 level1 lfo21; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Electronic records=20
                  storage device, server; <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.25in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l26 level1 lfo21; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Records =
management=20
                  programme with file plan, retention schedule and =
metadata=20
                  schema. <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Consult =
ARMS or=20
                  your IT professional for more information on =
digitisation=20
                  tools. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>For a complete set of imaging =
specifications and=20
                  imaging samples refer to Appendix 2. </SPAN><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">For more =

                  information on file formats and standards please =
consult ARMS=20
                  or your IT professional. <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><A=20
                  =
href=3D"http://memory.loc.gov/ammem/about/techStandards.pdf"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt; =
mso-bidi-font-weight: bold; mso-ansi-language: EN-AU"=20
                  =
lang=3DEN-AU>http://memory.loc.gov/ammem/about/techStandards.pdf</SPAN></=
A><SPAN=20
                  style=3D"FONT-SIZE: 10pt"> <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal>&nbsp;</P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Delectronicstorage></A>6.3 Electronic =
Storage<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; =
</SPAN></SPAN></B><SPAN=20
                  style=3D"FONT-SIZE: 11pt"><O:P></O:P></SPAN></P>
                  <P></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Consider =
what kind=20
                  of reliable long-term storage methods are available =
that will=20
                  both maintain the authenticity of the records as =
evidence and=20
                  provide a means to search and retrieve the records for =

                  access.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>The file=20
                  format and size of the digitised records will help to=20
                  determine both your storage methods and your means of=20
                  tracking, retrieving and viewing them. Electronic =
records=20
                  storage needs regular maintenance and is likely to =
require=20
                  data migration should your storage method become =
outdated or=20
                  degraded. No storage method is permanent, but some =
methods are=20
                  better than others. For this reason it is important =
that your=20
                  storage method have a back-up in case of failure. Some =
options=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">for =
electronic=20
                  records storage and storage back-up are:<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; =
</SPAN><O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l12 level1 lfo35; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Centrally Managed=20
                  Servers <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l6 level1 lfo18; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Write =
Once Read=20
                  Many (WORM) optical media; <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l6 level1 lfo18; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">External =
Hard=20
                  Drives; <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Electronic storage=20
                  should contain the follow functionalities:=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l5 level1 lfo19; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Read-Only=20
                  versions; <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l5 level1 lfo19; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Read and =
present=20
                  digital records in a readable form; =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l5 level1 lfo19; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Restrict =
or permit=20
                  Access to appropriate parties; <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l5 level1 lfo19; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Maintain =
minimum=20
                  necessary record keeping metadata. =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Storage =
methods=20
                  can be used in combination to ensure that proper =
measures have=20
                  been taken to back-up your system. ARMS strongly =
advises=20
                  against using CD-ROM for long-term storage of records. =
CD-ROM=20
                  is an unstable storage medium that is susceptible to=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">degradation and is=20
                  impractical for record keeping systems.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Consult ARMS =
for=20
                  information on best practices for electronic storage.=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-weight: bold"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Ddigitisationprocess></A>7. THE DIGITISATION =
PROCESS=20
                  <O:P></O:P></SPAN></U></B></P>
                  <P></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Prior to =

                  digitisation, each department should have completed =
records=20
                  surveys to identify the types (records <SPAN=20
                  style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#series">series</A></SPAN>,=20
                  classification) of records that are created by each =
office and=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">department. Once=20
                  records series have been identified, selection of =
records to=20
                  be digitised can begin using the above criteria. Once =
there is=20
                  an established set of records to be digitised, =
materials=20
                  should be prepared and organised to ensure that record =
keeping=20
                  standards are maintained throughout the process. The =
following=20
                  provides steps required for a digitisation work plan.=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">A sample =
of the=20
                  records survey can be found: <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://iseek.un.org/LibraryDocuments/579-200807111449595339956.xl=
s"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://iseek.un.org/LibraryDocuments/579-200807111449595339956.xls<=
/SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN>Or Consult =
the Record=20
                  Keeping Taxonomy available on ARMS website:=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/recordkptaxonomy.html"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources/r=
ecordkptaxonomy.html</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dorganizingforfutureretrieval></A>7.1 Organising =
Records=20
                  for Future Retrieval <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Whether =
using a=20
                  records management system to track records or =
implementing an=20
                  ECM platform, records digitisation is a strategy for =
managing=20
                  records within the context of a Department/Office wide =
records=20
                  management programme. <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-TOP: 12pt; mso-outline-level: 1"=20
                  class=3DDefault><B style=3D"mso-bidi-font-weight: =
normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dpreparingfilesforscanning></A>7.2 Preparing =
Physical=20
                  Files for Scanning <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Extraneous=20
                  stationery items such as fasteners and paper dividers =
must be=20
                  removed from records in preparation for digitisation. =
Any=20
                  additional preservation measures, such as photocopying =
frail=20
                  items, can be applied at this time. =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Remove=20
                  the following materials and replace them with the =
clips and=20
                  paper strips, then fold the paper strips back to cover =
the=20
                  clips, or replace them with the archival tapes if the =
file is=20
                  too thick: file clips, staples, plastic sleeves, =
bulldozer=20
                  clips, metal binding clips and rubber bands.=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Remove=20
                  the file additions such as plastic or cardboard =
section=20
                  dividers. If the section divider contains relevant=20
                  information, make a photocopy and place on file.=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"MARGIN-LEFT: -0.25in; mso-prop-change: =
'United Nations' 20090427T1143"=20
                  class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Remove=20
                  coloured tags and post-it notes from files. If the =
post-it=20
                  note contains relevant information, make a photocopy =
and place=20
                  on file to be scanned. <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Remove=20
                  envelopes from file and place the content/s of the =
envelope on=20
                  file (in a sleeve first if it is a photograph etc.)=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">If=20
                  thermal fax paper or newspaper is found on file, =
remove the=20
                  thermal fax paper and newspaper, make a photocopy and =
place=20
                  the copy in the file. The original thermal fax or =
newspaper=20
                  should be destroyed. Note, disposal of newspapers or=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"MARGIN-LEFT: 0.5in" =
class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">thermal=20
                  faxes that are copied for preservation purposed do not =
need=20
                  ARMS=92 approval prior to destruction. =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Place=20
                  photographs and other graphic items such as drawings =
in=20
                  archival plastic sleeves, and place them in the file.=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">If=20
                  a large collection of photographs is found in a file, =
please=20
                  remove them from the file, place them in archival =
plastic=20
                  sleeves, create surrogate sheet and place in file and =
link the=20
                  records in the record keeping system. Consult with =
ARMS about=20
                  separate storage for the photographs. =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 0.5in; =
mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list .5in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">If=20
                  you come across records of different media types other =
than=20
                  paper, such as diskette, floppy disk, video tapes, =
audio=20
                  tapes, CDs, please contact ARMS for further guidance.=20
                  <O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -0.5in; MARGIN: 12pt 0in 0pt =
0.5in; mso-text-indent-alt: -.25in; mso-list: l8 level1 lfo22; =
mso-list-change: &#61623;'United Nations' 20090427T1110; tab-stops: list =
.5in"=20
                  class=3DDefault><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 11pt; =
mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol"><SPAN=20
                  style=3D"mso-list: Ignore">=B7<SPAN=20
                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Documents=20
                  that are clearly duplicates or copies, and not =
annotated=20
                  copies, can be removed from the file of disposed of. =
This is=20
                  only worthwhile if it is a value added exercise =
involving many=20
                  copies of the same document that are found on file. =
</SPAN><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P></O:P></SPAN></B></P>
                  <P style=3D"MARGIN-TOP: 12pt" class=3DDefault><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Ddigitizingrecords></A>7.3</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"> <B=20
                  style=3D"mso-bidi-font-weight: normal">Digitizing =
(Scanning) the=20
                  Records <O:P></O:P></B></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Staff =
responsible=20
                  for the actual scanning of records should be trained =
on=20
                  records handling, software usage and operation of =
tools.=20
                  Contact ITSD or follow your vendor=92s instruction of=20
                  information on software programmes and scanners. Other =

                  preparation includes removing items such as staples =
and paper=20
                  clips from documents, as well as, applying special =
processes=20
                  for items such as photographs and large format =
maps.<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>Again, it is =
important=20
                  that the <SPAN style=3D"COLOR: #993366"><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/glossaryofrecordkp.html#originalorder">original=20
                  order</A></SPAN> of the records be maintained =
according to the=20
                  file plan. Any staples or paperclips removed from =
scanning=20
                  must be replaced to assure that the documents maintain =
their=20
                  context and order. Photographs or maps that are to be=20
                  digitised separately, must maintain their intellectual =

                  arrangement (those they are scanned separately, they =
must be=20
                  stored electronically and physically as they were =
found).=20
                  Remember to document all aspects of the digitisation =
process=20
                  to ensure records are complete, authentic and =
accessible.=20
                  <O:P></O:P></SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dcapturingrecords></A>7.4 Capturing Digitised =
Records=20
                  <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Capturing or=20
                  attaching digitised records to an electronic record =
keeping=20
                  system sometimes poses one of the greatest challenges =
yet is=20
                  one of the most important elements of the process for =
future=20
                  access, ease of retrieval and disposal. Electronic =
records=20
                  must correlate with their physical counterparts in =
structure,=20
                  description (taxonomies, classifications and =
series).<SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp; </SPAN>This is =
where metadata=20
                  capture becomes increasingly important, because it =
allows=20
                  digital records to be tracked. Depending on the system =
you are=20
                  using, whether a simple database programme such as <I=20
                  style=3D"mso-bidi-font-style: normal">Microsoft =
Access</I> or a=20
                  high-end records management solution such as <I=20
                  style=3D"mso-bidi-font-style: normal">Documentum</I>, =
the=20
                  intellectual arrangement and context of your digitised =
records=20
                  must be maintained. <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dqualitycontrol></A>8. QUALITY CONTROL=20
                  <O:P></O:P></SPAN></U></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Industry =
standards=20
                  for digitisation recommend quality control measures =
such as=20
                  periodic testing and cleaning of scanning equipment, =
imaging=20
                  calibration (e.g. =93tuning=94 your scanner or =
computer screen to=20
                  match each other) and verification of authenticity. =
The=20
                  details of your quality control measure will depend on =
your=20
                  tools, such as software, scanners and electronic =
record=20
                  keeping system. Quality control measures should be =
applied=20
                  throughout the process, preferably by an assigned =
staff member=20
                  who can chart any errors. This can include checking =
individual=20
                  files for any errors in arrangement, imaging or=20
                  classification. For large volumes, it is recommended =
that=20
                  random sampling (5% to 10%) be applied. Image quality =
of=20
                  digitised records is a big concern, especially when =
using low=20
                  resolution, 1-bit black and white non-continuous tone =
image=20
                  mode (also known as line-copy). 1-bit B&amp;W image =
mode=20
                  =93sees=94 only black and white, and cannot =
distinguish grays such=20
                  as pencil marks from ink type. Quality control of =
images=20
                  includes checking for: <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -1in; MARGIN-LEFT: 1in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l20 level2 lfo6; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list 1.0in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>smallest detail legibly captured =
(digitise smallest=20
                  type size for text; clarity of punctuation marks, =
including=20
                  decimal points); <BR=20
style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -1in; MARGIN-LEFT: 1in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l20 level2 lfo6; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list 1.0in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>completeness of detail (digitise =
acceptability of=20
                  broken characters, missing segments of lines); <BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -1in; MARGIN-LEFT: 1in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l20 level2 lfo6; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list 1.0in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>dimensional accuracy compared with the =
original;=20
                  <BR style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -1in; MARGIN-LEFT: 1in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l20 level2 lfo6; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list 1.0in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>scanner-generated speckle (e.g. speckle =
not present=20
                  on the original); <BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -1in; MARGIN-LEFT: 1in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l20 level2 lfo6; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list 1.0in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>completeness of overall image area (e.g. =
missing=20
                  information at the edges of the image area); <BR=20
                  style=3D"mso-special-character: line-break"><![if =
!supportLineBreakNewLine]><BR=20
                  style=3D"mso-special-character: =
line-break"><![endif]><O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -1in; MARGIN-LEFT: 1in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l20 level2 lfo6; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list 1.0in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>density of solid black areas;<BR><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN> =
<O:P></O:P></SPAN></P>
                  <P=20
                  style=3D"TEXT-INDENT: -1in; MARGIN-LEFT: 1in; =
mso-margin-top-alt: auto; mso-margin-bottom-alt: auto; =
mso-text-indent-alt: -.25in; mso-list: l20 level2 lfo6; mso-list-change: =
&#61623;'United Nations' 20090427T1110; tab-stops: list 1.0in"=20
                  class=3DMsoNormal><![if !supportLists]><SPAN=20
                  style=3D"FONT-FAMILY: Symbol; FONT-SIZE: 10pt; =
mso-fareast-font-family: Symbol; mso-ansi-language: EN-AU; =
mso-bidi-font-family: Symbol; mso-bidi-font-size: 11.0pt"=20
                  lang=3DEN-AU><SPAN style=3D"mso-list: Ignore">=B7<SPAN =

                  style=3D"FONT: 7pt 'Times New =
Roman'">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
                  </SPAN></SPAN></SPAN><![endif]><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU"=20
                  lang=3DEN-AU>true colour rendition in the case of =
colour=20
                  images.<SPAN style=3D"mso-spacerun: yes">&nbsp; =
</SPAN>Where=20
                  digitisation involves colour as an intrinsic part of =
the=20
                  record, implementers should consider including a =
standard=20
                  colour sheet for calibrating your image capture tools =
(such=20
                  target sheets are commercially available from =
manufacturers=20
                  such as Fuji or Kodak, and comply with the ISO 12641=20
                  standard). <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal>&nbsp;</P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><A=20
                  name=3Dchecklist></A>9. DIGITISATION =
CHECK-LIST</SPAN></U></B>=20
                  <P class=3DMsoNormal>&nbsp;</P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal>
                  <TABLE border=3D1 width=3D589>
                    <TBODY>
                    <TR>
                      <TD width=3D509>Has an assessment been made on the =

                        benefits of digitisation in terms of access,=20
                        preservation, storage, cost and business =
continuity?</TD>
                      <TD width=3D64>&nbsp;</TD></TR>
                    <TR>
                      <TD>Have records been organised in accordance with =
a=20
                        file plan for future retrieval? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Are the records chosen for digitisation =
substantive?=20
                      </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Are the records chosen covered by a records=20
                        retention schedule? Is the retention period long =
enough=20
                        to justify digitisation? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Are there any damaged materials, photographs =
or=20
                        irregular documents that may need special tools =
or=20
                        assistance? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Are there any records that have archival =
value? Has=20
                        ARMS been contacted for consultation regarding =
archival=20
                        materials? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Has staff been trained in digital capture with =
all=20
                        available tools and resources? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Have the physical records been appropriately=20
                        prepared for scanning? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Is there a system in place for documenting all =

                        aspects of the digitisation process to ensure it =
meets=20
                        record keeping standards? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Is there a metadata capture schema in place? =
</TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Have technical specifications for imaging been =

                        learned and applied? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Have records been scanned in accordance with =
record=20
                        keeping requirements? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Are digital copies, authentic, complete and=20
                        accessible? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Is there a record keeping system for access,=20
                        retrieval and tracking of records? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Have all security measures been met in terms =
of=20
                        records and information sensitivity? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Is there a retention schedule in place to =
ensure the=20
                        proper retention and disposal of both hardcopy =
and=20
                        digital records? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Is there an appropriate electronic storage=20
                        medium(s)? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Have records been captured into an electronic =
record=20
                        keeping system? </TD>
                      <TD>&nbsp;</TD></TR>
                    <TR>
                      <TD>Have quality control measures been applied to =
all=20
                        levels of the process? </TD>
                      <TD>&nbsp;</TD></TR></TBODY></TABLE>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal>&nbsp;</P>
                  <P=20
                  style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto; mso-outline-level: 1"=20
                  class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dappendix1></A>Appendix 1. ADDITIONAL RESOURCES =
FOR=20
                  CONSULTATION <O:P></O:P></SPAN></U></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Implementing a=20
                  digitisation strategy to your record keeping programme =

                  requires a lot of research and planning. The following =

                  websites can help to understand the various terms, =
tools and=20
                  processes associated with digitisation and record =
keeping=20
                  systems. <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">The =
Society for=20
                  American Archivists (SAA)</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">:=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><A =
href=3D"http://www.archivists.org/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://www.archivists.org/</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><SPAN=20
                  style=3D"mso-spacerun: yes">&nbsp;</SPAN> =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Manual =
for Design=20
                  and Implementing a Record Keeping System=20
                  (DIRKS)</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"> =
available through=20
                  ARMS: <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources=
/recordkppoliciesandstds.html"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources/r=
ecordkppoliciesandstds.html</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">Association for=20
                  Image and Information management =
(AIIM)</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">:=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><A =
href=3D"http://www.aiim.org/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">www.aiim.org</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P style=3D"mso-outline-level: 1" class=3DMsoNormal><B =

                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt">International=20
                  Standards Organisation (ISO)</SPAN></B><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">:=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></B></P>
                  <P class=3DMsoNormal><A =
href=3D"http://www.iso.org/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">www.iso.org</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">The =
Dublin Core=20
                  Metadata Initiative <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A =
href=3D"http://dublincore.org/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://dublincore.org/</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">The =
United States=20
                  Administration on Records and Archives=20
                  <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A =
href=3D"http://www.archives.gov/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">www.archives.gov</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Library =
and=20
                  Archives Canada <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
11pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A=20
                  =
href=3D"http://www.collectionscanada.gc.ca/index-e.html"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://www.collectionscanada.gc.ca/index-e.html</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 10pt">National =
Archives=20
                  of Australia <O:P></O:P></SPAN></B></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt"><O:P>&nbsp;</O:P>=20
                  </SPAN></P>
                  <P class=3DMsoNormal><A =
href=3D"http://www.naa.gov.au/"><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: =
10pt">http://www.naa.gov.au/</SPAN></A><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><BR=20
                  style=3D"PAGE-BREAK-BEFORE: always; =
mso-special-character: line-break"=20
                  clear=3Dall><O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal>&nbsp;</P>
                  <P class=3DMsoNormal align=3Dcenter><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt"><A=20
                  name=3Dappendix2></A>Appendix 2: TECHNICAL =
SPECIFICATIONS FOR=20
                  DIGITAL IMAGING</SPAN></U></B></P><O:P>&nbsp;</O:P>=20
                  <O:P>&nbsp;</O:P>=20
                  <P class=3DMsoNormal align=3Dcenter><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt">Table of =
image=20
                  quality specifications <O:P></O:P></SPAN></U></B></P>
                  <P class=3DMsoNormal>&nbsp;</P>
                  <DIV align=3Dcenter>
                  <TABLE=20
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medium none; WIDTH: 537.35pt; BORDER-COLLAPSE: collapse; BORDER-TOP: =
medium none; BORDER-RIGHT: medium none; mso-border-alt: solid windowtext =
1.0pt; mso-yfti-tbllook: 480; mso-padding-alt: 0in 5.4pt 0in 5.4pt; =
mso-border-insideh: 1.0pt solid windowtext; mso-border-insidev: 1.0pt =
solid windowtext"=20
                  class=3DMsoNormalTable border=3D1 cellSpacing=3D0 =
cellPadding=3D0=20
                  width=3D716>
                    <TBODY>
                    <TR=20
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mso-yfti-firstrow: yes">
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BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 24.55pt; =
BORDER-TOP: windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; =
PADDING-TOP: 0in"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New =
Roman'">Document=20
                        Type</SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 24.55pt; BORDER-TOP: =
windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: =
0in; mso-border-left-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New =
Roman'">Resolution</SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 24.55pt; BORDER-TOP: =
windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: =
0in; mso-border-left-alt: solid windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New Roman'">Bit=20
                        Depth</SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 24.55pt; BORDER-TOP: =
windowtext 1pt solid; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: =
0in; mso-border-left-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New Roman'">File=20
                        Formats</SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 24.55pt; BORDER-TOP: windowtext 1pt solid; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; FONT-SIZE: 11pt; mso-bidi-font-family: 'Times New =
Roman'">Compression</SPAN></B><SPAN=20
                        style=3D"TEXT-TRANSFORM: uppercase; FONT-FAMILY: =
Arial; mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 37.85pt; mso-yfti-irow: 1">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 37.85pt; =
BORDER-TOP: medium none; BORDER-RIGHT: windowtext 1pt solid; =
PADDING-TOP: 0in; mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Text=20
                        only, black and white</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 37.85pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Minimum=20
                        300ppi</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 37.85pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">1-bit=20
                        (bi-tonal)</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 37.85pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">TIFF,PDF,=20
                        or PDF/A </SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'"><O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 37.85pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Non-lossy=20
                        compression <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 75.8pt; mso-yfti-irow: 2">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Documents=20
                        with watermarks, grey shading, grey =
graphics</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Minimum=20
                        600 ppi</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">8-bit=20
                        greyscale</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">TIFF,PDF,JPEG,=20
                        or PDF/A</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Non-lossy=20
                        compression</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 75.8pt; mso-yfti-irow: 3">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
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mso-bidi-font-family: 'Times New Roman'">Documents=20
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                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Minimum=20
                        600 ppi</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Minimum:=20
                        24-bit colour</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">TIFF,JPEG,PDF,=20
                        or PDF/A</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 75.8pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Non-lossy=20
                        compression</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 56.8pt; mso-yfti-irow: 4">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Black=20
                        and white photographs</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Sufficient=20
                        to provide &gt;3000 pixels across long=20
                        dimensions</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">8-bit=20
                        greyscale</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">TIFF,JPEG,=20
                        PDF, or PDF/A</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Non-lossy=20
                        compression</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 56.8pt; mso-yfti-irow: 5">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Colour=20
                        photographs</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Sufficient=20
                        to provide &gt;3000 pixels across long=20
                        dimensions</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">24-bit=20
                        colour</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><SPAN=20
                        style=3D"mso-spacerun: =
yes">&nbsp;</SPAN>TIFF,JPEG, PDF,=20
                        or PDF/A</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Non-lossy=20
                        compression</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR style=3D"HEIGHT: 56.8pt; mso-yfti-irow: 6">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Black=20
                        and white negatives</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Sufficient=20
                        to provide &gt;3000 pixels across long=20
                        dimensions</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">8-bit=20
                        greyscale or 24-bit colour</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">TIFF,JPEG,PDF,=20
                        or PDF/A</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Non-lossy=20
                        compression</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD></TR>
                    <TR=20
                    style=3D"HEIGHT: 56.8pt; mso-yfti-irow: 7; =
mso-yfti-lastrow: yes">
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: windowtext 1pt solid; PADDING-BOTTOM: 0in; PADDING-LEFT: =
5.4pt; WIDTH: 110.8pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-top-alt: solid windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Colour=20
                        negatives and transparencies</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 110.85pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Sufficient=20
                        to provide &gt;3000 pixels across long=20
                        dimensions</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 108.75pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D145>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">24-bit=20
                        colour</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
WIDTH: 111.35pt; PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: =
medium none; BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt"=20
                      width=3D148>
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><SPAN=20
                        style=3D"mso-spacerun: =
yes">&nbsp;</SPAN>TIFF,JPEG,PDF or=20
                        PDF/A</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        <O:P></O:P></SPAN></P></TD>
                      <TD=20
                      style=3D"BORDER-BOTTOM: windowtext 1pt solid; =
BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 5.4pt; =
PADDING-RIGHT: 5.4pt; HEIGHT: 56.8pt; BORDER-TOP: medium none; =
BORDER-RIGHT: windowtext 1pt solid; PADDING-TOP: 0in; =
mso-border-left-alt: solid windowtext 1.0pt; mso-border-top-alt: solid =
windowtext 1.0pt">
                        <P=20
                        style=3D"mso-margin-top-alt: auto; =
mso-margin-bottom-alt: auto"=20
                        class=3DMsoNormal><SPAN=20
                        style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'">Non-lossy=20
                        compression</SPAN><SPAN=20
                        style=3D"FONT-FAMILY: Arial; =
mso-bidi-font-family: 'Times New Roman'">=20
                        =
<O:P></O:P></SPAN></P></TD></TR></TBODY></TABLE></DIV>
                  <P></P>
                  <P class=3DMsoNormal><B=20
                  style=3D"mso-bidi-font-weight: normal"><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU>Visuals Samples: =
Mode</SPAN></U></B><U><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU> <O:P></O:P></SPAN></U></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU><SPAN style=3D"mso-spacerun: =
yes">&nbsp;</SPAN>The=20
                  same document was scanned in the 3 different =
recommended modes=20
                  as a visual reference. It is recommended that a visual =
test be=20
                  conducted as part of Quality Control measures to =
ensure=20
                  legibility of text, visibility of markings, =
reliability of=20
                  reproduction. Note the file size as a factor to =
consider when=20
                  determining your mode and resolution. =
<O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU>1. 1-bit, bi-tonal, 300ppi. File size, =
173 kb.=20
                  <O:P></O:P></SPAN></P>
                  <P class=3DMsoNormal><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-ansi-language: EN-AU; mso-bidi-font-family: 'Times New Roman'"=20
                  lang=3DEN-AU><O:P>&nbsp;</O:P> </SPAN></P>
                  <P class=3DMsoNormal align=3Dcenter><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><O:P>&nbsp;</O:P>=20
                  </SPAN><IMG=20
                  =
src=3D"http://archives.un.org/unarms/en/unrecordsmgmt/unrecordsresources/=
GUIDELINE%20ON%20RECORDS%20DIGITISATION_files/image002.jpg"=20
                  width=3D275 height=3D165></P>
                  <P style=3D"TEXT-ALIGN: center" class=3DMsoNormal=20
                  align=3Dcenter><SPAN=20
                  style=3D"FONT-FAMILY: Arial; FONT-SIZE: 11pt; =
mso-bidi-font-family: 'Times New Roman'"><!--[if gte vml 1]><V:SHAPETYPE =

                  id=3D_x0000_t75 stroked=3D"f" filled=3D"f"=20
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