If the official records are frequently referenced, (internally or externally) then document imaging should be considered.

If the official records are not referenced frequently, then imaging is not considered.

If a record needs to be readily available, then document imaging should be considered.

If multiple employees need access to the same record document imaging should be considered.

If repetitive access is to be constant, then document imaging should be considered.

Consider if the cost of imaging records will be achieved before the expiration of the records retention period is fulfilled.

If the official record has fulfilled the retention period before you have recovered the cost of imaging, then it is not a reasonable investment.

Consider the risks and costs of long-term preservation (migration, ensuring authenticity, future accessibility) before imaging official records with a permanent retention.

Imaging documents should be used to improve access, rather than long-term preservation.

Digitizing everything for the sake of eliminating all paper is not a recommended practice.

TxDOT Records Management can assist in the decision process on which records to focus for imaging.