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2/17/22, 12:52 PM UNCLASSIFIED b7E FEDERAL BUREAU OF INVESTIGATION pOLICy Directive 0786D Records Management Scanner Eauipment Standards 1. Policy Directive Title.. (including Document Conversion Laboratory Service Requirements 2. Publication Date. 2015-04-24 3. Effective Date. 2015-04-24 4. Review Date. 2019-04-24 5. Last Updated. N/A 6. Authorities: Title 36 Code of Federal Regulations (CFR) Parts 1220-1236 7.Purpose: 7.1. The purpose of this policy is to establish the Information Management Division (IMD) (formerly Records Management Division [RMD]),Records Automation Section (RAs), Document Conversion Laboratory (DocLab) as the Federal Bureau of Investigation's (FBI) centralized entity for mid-volume to high-volume scanning/document conversion. 7.2. The ability to maintain, access, and retrieve documents is fundamental to robust FBI-wide. analytical and information-sharing capabilities. Scanned documents must meet electronic archival standards imposed by the National Archives and Records Administration (NARA), as promulgated in Policy.Directive.(PD.QZ740.Records.Management.Standards.for.Scanned.Documents. 7.3. IMD operates a cost-efficient, high-quality DocLab to handle all aspects of mid-volume to high- volume document conversion, including special investigations and major cases throughout the FBI. savings when compared with the use of independent contractors. 8. Policy Statement: 8.1. All requisitions for scanning equipment must be routed to RAS for approval. Requisitions for equipment that scans at speeds above 75 pages per minute (PPM) will not be approved. 8.2. Document conversion projects requiring the use of mid-volume to high-volume scanning equipment must be forwarded to the DocLab for processing. In rare situations when it is not possible to send documents to the DocLab, RAS will work with the customer to determine the best and most efficient method for getting the documents scanned. 8.3. Information regarding requests for DocLab scanning support is located on the RA$.DocLab.site.. Each scanning request must contain the following information: historical background, type of material to be scanned, approximate number of boxes or volumes, and desired date for project completion. 8.4. Small scanning projects can be handled by field offices (FO) using FBI-approved desktop scanners. (under 75 PPM) or multi-function printers (MFP)/scanners, as long as the scanning output meets the standards prescribed in PD.97z4D..Records.Management.Standards.for.Scanned.Documents. 8.5. when scanning with an MFp, users should ensure that the configuration settings enable efficient indexing when imported into Sentinel. For example, when using a Lexmark x654de scanner for serializing into Sentinel, the following settings should be used: 8.5.1. Scan to home directory. b7E b7E 1/3