Roger -
If a similar situation arose here in Virginia, in addition to what Ginny
Jones has already written, we would advise the locality to draw upon
this state's "Copies as Evidence Act" that allows for the substitution
of reformatted records in court and virtually any other circumstance.
The caveat is that the imaged record must be accessible for the entire
retention period indicated for a given record series.
By all means think about ditching the paper, but first send your HR folk
to the NARA workshop titled "Planning for Digital Imaging Success." I
attended this one, and found out that something like 60-70% of imaging
projects fail because of insufficient/incomplete planning.
Finally, I would also suggest that you make use of the local records
services available from the Kentucky Department for Libraries and
Archives. Take a look at http://www.kdla.ky.gov/recmanagement/local.htm
(you probably have already). I'd be looking to see if there is
something like Virginia's "Copies as Evidence Act" in Kentucky.
Hope this helps.
Cheers!
Mark
G. Mark Walsh, C.A.
Records & Information Analyst
Archival & Records Management Services
Library of Virginia
(804) 692-3650
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Chris Flynn
Sent: Monday, July 24, 2006 9:59 PM
To: [log in to unmask]
Subject: Re: active personnel files
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
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
--
No virus found in this incoming message.
Checked by AVG Free Edition.
Version: 7.1.394 / Virus Database: 268.10.4/396 - Release Date: 7/24/06
--
No virus found in this outgoing message.
Checked by AVG Free Edition.
Version: 7.1.394 / Virus Database: 268.10.4/396 - Release Date: 7/24/06
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
