I'm certainly not the last word, but I can lend insight from my last
position.  We switched from 100% paper to imaging our three most
voluminous/referenced record types very aggressively.  For each batch, we
had each scanning assistant initial for each of the following steps: Prep,
Scan, 1st QA, Index/Data Verify, 2nd QA (post PDF creation) and a 3rd QA of
random batches by my manager and me.  This procedure included the scanning
assistant counting pages and comparing the count in the QA step as well as
checking each page on the screen one by one.

For the particular auditors at that company though even this wasn't enough
to destroy the paper.  Once or twice a year these auditors would call back a
select number of scanned originals for a comparison.  I always felt we
should have pressed the auditors more to allow us to destroy the paper, but
that wasn't my call.

Good luck!

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Jakie Moran
Sent: Monday, August 08, 2005 12:23 PM
To: [log in to unmask]
Subject: Question re: Scanned document audit

I am about to present, to our City Manager, the concept of destroying
the paper originals of permanent records that have been scanned (they
are currently stored off-site). My question is, what kind of audit or
safeguard do you have in place to insure that all the scanned documents
are accurate? If we destroy the paper there will be no calling them back
from off-site storage because a page is missing or isn't readable. I
know without a procedure for double checking the accuracy we will never
be authorized to destroy the paper document. The scanner checks as she
is scanning, but we aren't comfortable destroying the paper original
without double checking, however, we are a small department - and we are
hoping that someone has a better system in place than clicking through
page after page of scanned documents for accuracy.

Thanks for your help.

Jakie Moran
Deputy City Clerk
City of Folsom
(916) 355-7271


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