We scanned the originals. Then once everything was OK'd through the
rigorous QC process, we destroyed the originals. Of course, depending on
what record series they were. For example: we kept original minutes,
resolutions etc. If they were of poor quality we stamped them as I
said. The settings on scanners are such that you can readjust them and
terrible quality originals can be easily read.
Steve Morgan
C.J. Segerstrom & Sons, Records Manager
(714) 438-3228 phone
(714) 546-9835 fax
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Linda Buss
Sent: Wednesday, March 08, 2006 8:30 PM
To: [log in to unmask]
Subject: Re: scanning question
But did you scan copies or originals. If originals, was there a legal
reason to do so?
Linda Buss
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf
Of Steve Morgan
Sent: Wednesday, March 08, 2006 9:58 AM
To: [log in to unmask]
Subject: Re: [RM] scanning question
Up until a month ago I worked for a city in California. We scanned
everything. Some of the old "stuff" has been converted but not much. We
had QC logs to protect us that was OK'd (signed off) by the City
Attorney as being legal & sufficient for protection.
By the way, there wasn't just a scanning or "batch log" there was also a
"scan sheet" on top of the file. It had the file info on it that the
submitting department wanted. You know file name, number, indexing
information for retrieval, etc. There was also a "step" sheet that
everyone signed off on during the process. WE verified everything not
the submitting department as we did not assume anything. We also logged
in incoming boxes/documents which included a brief description, when &
who brought it to us. Also, that person had to initial the log entry.
There were various stages of the process:
1st Person:
1. Go through the file check for poor quality documents. If there
are any, stamp them "Poor Quality Original"
2. Get a batch number
3. Log the batch number in the batch log, initial it & do the same
on the "step" sheet
4. Scan the file
2nd person:
1. Pull up the batch & QC making sure all images are there &
readable.
2. Mark the pages that need scanned or places pages need inserted
(because of being missed).
3. Rescan/insert images
4. Check the batch again. If it's OK, date & initial "step sheet"
3rd Person or back to 1st Person:
1. Refer to the "scan sheet" & do the indexing
2. When done, initial & date the "step" sheet
4th person or back to 2nd Person:
1. QC the indexing
2. If it's OK initial & date step sheet
3. Submit the batch
4. Initial & date in the "batch log"
Steve Morgan
(714) 438-3228 phone
(714) 546-9835 fax
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Nolene Sherman
Sent: Tuesday, March 07, 2006 3:01 PM
To: [log in to unmask]
Subject: Re: scanning question
I have not yet dealt with imaging. I get the theory, but I am a bit
ignorant of the nuts and bolts. I often see messages where it's stated
that to be admissible as evidence the process must be documented or you
show your QC logs, or something of that nature. What exactly is being
done and documented?
The reason I ask is that one of our divisions has been imaging for a
while, but when I ask if they have scanning logs (admittedly, I'm not
quite sure what I'm asking for), they have no idea what I'm asking for
either nor think they need anything. I've been told by the head of that
department that they verify that the image is a accurate copy at the
time they turn over an image (or perhaps a printout of an image) to
attorneys. Before I go and do battle, if I need to, me thinks I need
more ammunition -- this manager already thinks she knows everything and
that I'm a charlatan that gets my info off the internet (which I guess,
technically I do ..... )
Nolene Sherman
(949) 789-1668
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Chris Flynn
Sent: Monday, March 06, 2006 10:03 PM
To: [log in to unmask]
Subject: Re: [RM] scanning question
Linda,
Imaging should be designed to capture the record as part of the business
process. Regardless of the version of the record. Document your process
and you'll be fine.
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List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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