Good afternoon all,

I hope this message finds you all well feed from a scrumptious holiday
dinner and well rested for the new year to come.  I am not sure how many of
you are around for the holiday but I do have a question I that I would love
to have the listserv's input/insight/comment on.

I am working for a real estate company and have come across a practice that
I have not encountered before.  The current RM staff have taken to scanning
closing books for an acquisition or disposition in a most unusual manner.
What follows is the general practice:

Perfect bound closing books are having their spines split open with an
exacto knife;
Each document is then being removed via cutting with an exacto knife (only a
few pages at a time) and then scanned into a searchable pdf file;
The original physical closing book is then being hole re-assembled in
original order, hole punched, and then fastened together with a ring;
The original physical closing book is then placed in an expanding folder,
affixed with a file code, and placed on the file shelf in onsite activity
filing space; and
The pdf of the closing book is being saved locally to the department data
store/drive.

The intent is not to replace the original but to provide a convenience
copy.  Some of the things that strike me immediately are:

1) The integrity of the original closing book is now being compromised;
2) Available space (both electronic and physical) are not being used
efficiently; and
3) Security and access to the electronic closing book are not secure.

Any additional insight or perspectives on this practice would be greatly
appreciated.

Thanks

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