Imaging is a good solution for retaining records that are subject to frequent retrieval during their retention. Imaging also offers savings in space and filing equipment for voluminous records and can be useful for maintaining duplicate copies of records as part of a vital records protection program.

Selection of the image file format is a consideration. TxDOT’s preferred format for storing final official records is Adobe Acrobat’s PDF and PDF/A.

In most cases it is best to implement scanning from a point forward. Back file conversion (scanning of files currently in storage) is normally not cost-effective.