Digitization Requirements

30.70 - Digitization Requirements (Rev. 13718; Issued: 04-10-26; Effective: 05-11-26; Implementation: 09-14-26) In accordance with 84 FR 14266 (April 10, 2019) and federal regulations, CMS contractors must follow specific requirements when digitizing temporary federal records to ensure compliance with records management standards and facilitate the transition to electronic recordkeeping systems. In accordance with 36 CFR § 1236.32 and § 1236.34, contractors must meet all required digitization standards before designating digital versions as recordkeeping copies, validate the digitization process through documented procedures, and capture complete information from original source records including all pages and components. This comprehensive approach ensures that the digitized records maintain the integrity and completeness of the original documents while meeting federal regulatory requirements for electronic recordkeeping systems. As a CMS contractor, if you intend to digitally reproduce (digitize) temporary records to designate the digitized version as the recordkeeping copy and destroy the original source records, you shall: 1. In accordance with 36 CFR § 1236.32, digitize the records to meet all required standards 2. In accordance with 36 CFR § 1236.34, validate the digitization process When the digitized version becomes the designated recordkeeping copy, the original source record is reclassified as an intermediary record. You may dispose of these intermediary records in accordance with 36 CFR § 1236.36 and General Records Schedule (GRS) 5.2.