Okay here I go with my two cents...
Wouldn't it really depend on the type of letter (content) where the actual view of what was sent to the reciepient could have an impact on the document as evidence? What information on the letter head would require a true copy of the letter?
General correspondence that has lower risk may be able to be retained in native format. If you have an ERMS then the document can be "locked" to prevent changes or destruction. Do you have different forms of letterhead or one standard for the company. If it is one standard format that rarely changes, include in your documentation that this format was used for outgoing correspondence from [date] to [date]. If you have multiple letterhead it becomes more complicated.
If it is a contract or evidence of transactions that may have a higher probability of its veracity being questioned, then yes a .pdf record copy may be prudent.
Charmaine Brooks, CRM ERMm
IMERGE Consulting
(208) 343-1904
"Grieme, Gary L." <[log in to unmask]> wrote:
>>>> Please read the confidentiality statement below <<<<
This goes into version control. If you generate a letter in Word, you
would want to store the original document in Word, its native format.
But you'd also want to retain a "snapshot" (hard copy, pdf, image) of
the letter with letterhead and signature. Two versions, two formats.
If this seems too cumbersome, send an e-mail message instead of a
letter.
Gary L. Grieme
Records Manager
(612) 349-8538
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Nolene Sherman
Sent: Friday, May 19, 2006 11:26 AM
To: [log in to unmask]
Subject: Re: [RM] Cost Recovery for Scanning
This may seem like a simplistic question, but heck I can be a simpleton
with the best of 'em.
I've often heard that it is best to capture electronic documents in the
native format, so I'm guessing that means I Word, Excel, or whatever
formats. Many documents created, especially in word processors, are
printed onto pre-printed company letterhead, which often as not is in
color and on bond paper. By capturing the native format, you won't
capture the finished "look" of the document printed onto the letterhead.
Is this a non-issue or do we change the way we create documents by using
electronic letterhead as well -- which would mean color printers
everywhere and perhaps a change in company paper stock as bond paper
doesn't print well with inkjet -- unless we go color laser.
Nolene Sherman
Director of Records Management
Standard Pacific Homes
(949) 789-1668
[log in to unmask]
-----Original Message-----
Why don't we just skip the paper entirely and focus on how to develop
systems which effectively manage born digital records?
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