As of July 1, 2024, a significant shift has occurred in U.S. government recordkeeping. All documents and materials submitted to the National Archives and Records Administration (NARA) or the Library of Congress (LOC) must now meet the Federal Agency Digital Guidelines Initiative (FADGI) standards. These guidelines also ensure compliance with federal mandates M-19-21 and M-23-07.
If you’re already familiar with submitting documents to these institutions, you’re likely in compliance. However, if you’re new to these submissions or have just taken on a role in recordkeeping, you’ll need to ensure that all your digital files align with these guidelines.
Here’s a breakdown of what you need to know.
What is FADGI Compliance?
FADGI represents a government-driven effort to fully transition to digital recordkeeping. Given that government records must last indefinitely, the initiative focuses on maintaining the highest quality standards when submitting various types of media, including documents, images, movies, and more.
It’s not just about having clear, high-quality files. The guidelines also address acceptable formats, metadata requirements, color management, and the tools used for capturing and evaluating data.
FADGI covers a vast range of data, but for simplicity, we’ll focus on digitized electronic images such as scanned papers and maps in this post. Key points to remember:
- Guidelines for audio/visual content are available separately.
- Documents created digitally in word processors or software still need to comply with FADGI standards.
Who Needs to Comply with FADGI?
Any organization working on government projects and submitting materials to NARA or LOC must meet FADGI guidelines. This includes federal agencies and companies responsible for scanning and storing documents intended for these institutions.
As digital transformation progresses, more federal agencies are expected to adopt FADGI compliance. Even if it’s not a requirement for your organization today, it’s wise to become familiar with the guidelines for potential future submissions.
How Do Images Meet FADGI Compliance?
FADGI places immense importance on the quality and consistency of images. High-quality software, hardware, and well-trained staff are essential to achieve this standard.
Documents submitted to FADGI fall into two main categories: Modern Textual Records (MTR) and Heritage/Cultural Media.
Modern Textual Records (MTR)
MTR guidelines apply to documents created on modern office paper. These documents typically have clearly defined print types and a moderate to high contrast between the ink and the background.
Most typed documents produced on office printers fall under this category, which is why MTR compliance is the most relevant for many organizations. Approved formats include specialty TIFF, JPEG, PNG, or PDF/A.
Basic Requirements for Modern Textual Records:
- Images must be in one of the approved formats.
- The minimum resolution is 300 dpi.
- Images can be in color or grayscale.
For full technical specifications, consult the FADGI guidelines.
Heritage and Cultural Media
FADGI’s heritage and cultural media guidelines address historical and antique documents, which can vary widely in type and condition. To accommodate this, FADGI introduced a star-rating system to grade image quality:
- One-Star: Suitable for reference purposes where imaging beyond basic levels isn’t feasible.
- Two-Star: The minimum acceptable rating for most professional digitization projects.
- Three-Star: A high standard suitable for most professional uses.
- Four-Star: The best achievable quality, representing the current state of the art in image capture.
For heritage media, specific technical requirements vary depending on the type of document, whether it’s a map, bound material, or a film negative. However, for all categories, Three-Star imaging is generally required, and TIFF, JPEG 2000, or PDF/A are the recommended formats.
How Can You Ensure FADGI Compliance?
When it comes to digitizing files for submission, you have two main options: scanning in-house or outsourcing to a trusted partner.
Outsourcing
If you currently outsource scanning services, reach out to your partner to confirm they are familiar with FADGI’s criteria. Ideally, this should have been established at the beginning of your project, but it’s worth a review.
If you’re considering a new scanning partner, discuss FADGI compliance with them, ensuring they have the right equipment and software to meet your quality standards. Large scanning companies are generally well-versed in these requirements, but for smaller or niche providers, request sample scans and test them using automated tools. FADGI specifically recommends free tools like JHOVE and Jpylyzer for quality verification.
In-House
For organizations scanning in-house, testing your image quality with free tools like JHOVE or Jpylyzer is crucial. If you’re using top-tier production scanners and software, your images are likely compliant, but a quick test will confirm this.
Some companies, such as Kodak Alaris and Canon, offer FADGI-compliant scanner bundles, which simplify the compliance process. These scanners can toggle between standard and FADGI modes, allowing for seamless shifts in image quality.
Next Steps for FADGI Compliance
FADGI guidelines are extensive, but here’s how to begin:
- Assess Your Media: Identify the types of media you’ll be submitting, whether modern textual records or heritage documents.
- Review FADGI Guidelines: Pay special attention to the specific recommendations for each media type. If you’re dealing with audio or video, consult the separate guidelines for those formats.
- Test Your Images: If scanning in-house, use tools like JHOVE and Jpylyzer to evaluate the quality of your current processes. Adjust your hardware, software, or workflows if needed.
- Contact Your Scanning Partner: If outsourcing, schedule a call to ensure your scanning partner is producing FADGI-compliant images.
The hardest part of achieving FADGI compliance is establishing the right digitization process. But once your hardware, software, and workflows are in place, submitting documents will become a straightforward routine.
Conclusion
FADGI compliance is crucial for any organization working with government agencies and submitting records for archiving. While the guidelines are detailed and technical, they ensure the longevity and quality of vital documents. Whether you handle scanning in-house or outsource it, adhering to these standards is essential to stay compliant and streamline your record management process.
