What you See is What you Get

Can ’t read your records after microfilming or scanning?
Well, don’t blame the microfilm or imaging vendor, if you can’t read the original.

What you see is what you get
This is certainly true when it comes to document recording. Originals of poor quality have always been one of the major headaches in microfilming applications. Now they are presenting problems when they are scanned to electronic imaging. Scanners can compensate for some problems, but they cannot work miracles. Often the only way to confront the problem of poor quality is to flag such documents with a stamp that says "poor legibility" or something similar. Documents that will likely be illegible when micro-filmed or scanned are those:

that are recorded in pencil or light colored ink
that are typed with a worn ribbon
that are printed with an almost depleted ink cartridge
that use small type or script
that lack contrast between writing and background
that are copies of poor quality

How do you avoid accumulating illegible documents in your files?
Simple. By establishing standards for recording documents—standards that you will enforce not only for the internal but also for the external creation of records. If you prepare your records for the new electronic age, you’ll be happy with the outcome when you convert your paper documents to a new technology.

Remember — what you see is what you get

For more information:
For more information on ways to create readable documents, see ANSI/AIIM MS35 Requirements and Characteristics of Original Black-and-White Documents That May Be Microfilmed. (Available for purchase) You can also visit the websites of the many states that have established guidelines:

http://www.co.washington.mn.us/info_for_residents/recorder__registrar_of_titles/document_standards/
http://www.clackamas.us/recording/standards.htm
http://auditor.cuyahogacounty.us/realestate/TACS.htm
http://www.co.kittitas.wa.us/auditor/recording.asp
http://www.pan.co.yakima.wa.us/AUDITOR/standization.htm