It really pains me to say this, but Bill got this one right. I recoomend
also that you set a one year retentoin on the paper after scanning. After
one year go back to HR and seeif they still want to keep the paper. If the
manager still wants to keep it, keep it. There is an axiom in the archival
profession that might apply, nobody lives forever. Keepo the records as long
as the need exists and then take the opportunity to rid yorself of it.

Chris Flynn

Bill, how was the fishing?

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On Behalf
Of Roach, Bill J.
Sent: Monday, July 24, 2006 6:13 PM
To: [log in to unmask]
Subject: Re: [RM] active personnel files


>>not to mention the additional labor required to continually add
documents to these files.<<

First let me say I agree with Steve, ditch the paper.  However, if they
are not ready to do it in the near term, I would suggest retaining the
paper in an alternative filing system.  Instead of interfiling the
paper, use a pre-scan endorser to identify each page.  File the new
documents by batch date and scanning number.  If they need the original,
they simply give you the number.  Your filing is limited to storing them
in boxes.

Consider it the Bates Numbering solution for poor imaging practices.

Bill R

Bill Roach, CRM
Enterprise EDMS Coordinator
State of North Dakota
ITD/Records Management
701-328-3589

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