Data and Document Standards - Document Imaging Standards
North Dakota State University (NDSU) uses digital imaging to preserve and protect required documents that may or may not contain confidential data. The University in the course of its business operations and processes is dedicated to ensuring the privacy and proper handling of this information
NDSU has adopted a compliance strategy for all divisions and departments who use digital imaging to ensure that digital document imaging systems and the information created is accurate and secure.
Policy and Procedure Overview:
- Digital document imaging systems must be approved and registered according to NDSU Policy Section 710 by the NDSU Division of IT Vice President and CIO.
- All data stored and maintained on the system is classified and protected according to North Dakota University System (NDUS) Policies and Procedures 1901.2, 1904.1, 1912, 1912.1; and NDSU Policies, Sections 158, 710 and 713.
- If the digital imaging system is outsourced to a third party vendor, the vendor must comply with all policies and procedures as listed in above item 2.
Document Imaging Procedure Summary:
To ensure that digital document imaging systems and information created are accurate and secure, the following are to be present in an imaging program:
- Procedures employed shall comply with standards established by the NDUS and also defined in procedures for managing digital systems.
- Documentation created will outline and describe system software and hardware specifications and written policies and procedures that document the creation, maintenance, use and preservation of digital images within the system.
- Training schedules implemented will include initial instruction as well as regular, ongoing retraining must be implemented to ensure that employees understand the policies and procedures and any changes that may occur. Audit mechanisms to monitor the reliability and authenticity of the digital images must be activated, understood and used.
- Hardware and software shall be monitored for reliability, integrity, and security of the system.
- Departments, divisions, and colleges must periodically review all document imaging policies, procedures, and guidelines, and make necessary updates to meet regulatory changes.