Auditing Home
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Electronic Invoice Imaging Standards
and Requirement Policy
Effective Immediately
Denoted below are the technical standards and required transfer protocol for
electronic invoice presentation to the West Virginia State Auditor’s Office.
These standards are intended to define the only “acceptable” image format and
means of transfer by which the State Auditor’s Office will accept, process, and
store the electronic images.
These standards should in no way be interpreted to overrule, supersede, or in
any way change requirements mandated by West Virginia State Code, legislative
rules, administrative policy and procedures, and /or Federal guidelines.
Electronic documents presented in this format, will however, have the same legal
and binding effect as paper copies sent to the Auditor’s Office as part of the
payment process. Documents sent in the prescribed format will be maintained by
the State Auditor’s Office on an “unalterable” (write once read many) WORM disk
for a period consistent with the current paper invoice retention policy.
Technical Standards and Transfer Protocol:
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Resolution: |
Dots per Inch (dpi) must be 300
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File Format: |
Compressed Adobe Portable Document Format (PDF)
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Transfer Protocol: |
Web Services or File Transfer Protocol (FTP)
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Color: |
Black and white only
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File name: |
10 character corresponding FIMS document number (leading "I" alpha character
plus 9 character numeric value with leading zeros)
Example - I007893457.
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Annotations: |
Annotations to the image such as sticky notes, bookmarks, rubber stamps,
highlighters, etc., may affect the compatibility of files. Some vendor
annotation programs change the file format. Permanent and long-term documents
should not be annotated in order to maintain their legal integrity.
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There are other technologies that may be used in conjunction with document
management/imaging systems, bar codes, OCR, document versioning, etc. Each of
these should be reviewed to address how this technology fits within the system
design, ease of use, provides for accuracy and meets basic records management
guidelines including document integrity. Always practice "due diligence" when
considering the use of these or any other technologies.
Specific questions and/or technical assistance inquiries should be directed to
Neil Legg at 304.558.2261, extension 2145, neil.legg@wvsao.gov.
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