Resolution (DPI)

Resolution (DPI) describes the density of detail in a digitized image, stated as dots per inch (DPI), with higher values capturing finer detail at the cost of larger file sizes. In recordkeeping, resolution is a core capture specification because it determines whether a scanned record is legible, faithful to the original, and usable as an authentic substitute for paper. Digitization standards and federal guidance commonly call for at least 300 DPI for routine text documents, with higher settings for fine detail, small fonts, photographs, or records destined for permanent retention. Choosing too low a resolution can render signatures, stamps, or marginalia unreadable, undermining the record’s evidential value and complicating later disposition or transfer. As an illustration, a tax form scanned at 150 DPI may obscure handwritten figures, while the same form at 300 DPI preserves them clearly. Resolution should be documented in capture metadata so future custodians can verify image quality, assess fidelity, and confirm the digitized copy meets the requirements for the record’s classification and retention period.