29-255-3 Me. Code R. § 5
State agencies are responsible for managing their own records. Before starting an imaging project, the state agency must identify the appropriate retention period for the records involved. The retention period affects the determination of the file format and compression method to use in any imaging project. The agency must also carefully consider whether it will be able to manage the imaged records for the duration of the retention period - different rules apply for archival records.If the intent of the agency is to destroy the original documents after imaging the agency files must notifiy the State Archives at the start of the project. State agencies must follow the State General Schedules and their own agency-specific schedules, and they must file a records disposition authorization and obtain the Archives' approval prior to disposition of paper originals after imaging.
State agencies must implement the appropriate policies, procedures, and business practices to ensure the proper protection, authenticity, reliability, integrity, and usability of records, regardless of format.
If a third-party vendor or some other outside entity digitizes a record for a state agency they must ensure the third party is in compliance with these guidelines. In such cases, a properly written contract must be in place containing the basic requirements of the intended project as well as reference to these guidelines.
29-255 C.M.R. ch. 3, § 5