1. A. When converting analog records to electronic format, agencies must ensure imaging processes are defensible. The agency must be able to demonstrate:

   1. 1. the imaging of the records does not expose the agency to any undue risk;
   2. 2. the electronic version of the record is a true and accurate copy of the original source record;
   3. 3. the agency can use the electronic version of the record for all the purposes the original record served, including the ability to attest to transactions and activities;
   4. 4. all imaging processes are documented and usable as evidence and that all relevant imaging standards have been met; and
   5. 5. the records remain secure throughout the imaging process, minimizing the risk of unauthorized additions or deletions.
2. B. Any enhancements agencies use in the imaging process (for example, deskewing, sharpening, despeckling, cropping, contrast adjustment, brightening, and gamma correction) must not remove any of the original content of the records and must be documented.

3. C. Agencies must define specific metadata to access and manage the records efficiently:

   1. 1. the metadata must be sufficient to understand the content, context, and structure of the records;
   2. 2. the metadata must be sufficient to understand the relationships among the imaged records with each other and any associated records that may be maintained in their original analog format;
   3. 3. the metadata must be sufficient to identify and later retrieve the records; and
   4. 4. the metadata should include administrative, descriptive, structural, and technical metadata elements.

4. D. Agencies must implement the following quality control procedures:

   1. 1. provide training for all staff who are involved in the imaging process;
   2. 2. account for all records in the project’s scope before the imaging process, and document any missing records or gaps in coverage found in the original source records;
   3. 3. verify that all pages and information contained in the original source records, including attachments, have been captured by visually comparing source records with their imaged versions and by referring to box lists, folder title lists, and other inventories;
   4. 4. verify the pages remain in their original order or are organized in the most accessible order;
   5. 5. verify the electronic files can be opened, viewed, are readable, and are not dimensionally distorted, do not have any information that is cropped, and do not have any content obscured by imaging artifacts;
   6. 6. ensure electronic files are named according to the agency’s naming conventions;
   7. 7. verify the metadata is complete and accurate; and
   8. 8. ensure that if the agency contracts with a vendor for imaging services, the vendor complies with the Louisiana State Archives’ imaging standards.
5. E. Agencies should follow the technical guidelines specified in the Federal Agencies Digital Initiative’s Technical Guidelines for Digitizing Cultural Heritage Materials, Third Edition or any superseding guidelines produced by a relevant authority.
6. F. Agencies must maintain their records according to the standards put forth in Subchapter C. Maintenance of Electronic Records.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:958 (June 2003), amended LR 51:1877 (November 2025).