Brenda,
Most of the laws that apply to this sort of thing are exclusive rather
than inclusive. This means that unless you find a cite that requires a
specific signed copy be kept, you are "usually" free to dispose of the
hard copy. In higher Ed. the original loan document (inked version) must
be returned to the borrower. All other documents can be scanned and
disposed of. Keep a sensitive ear to those with a vested interest in the
records. I allowed up to one year of "comfort" retention for all scanned
documents. I tried to keep that from happening but he good will is worth
any headaches it causes. Change management is the hard part of this.
Chris Flynn
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Brenda Pruitt
Sent: Wednesday, May 04, 2005 12:16 PM
To: [log in to unmask]
Subject: Tossing Paper after Scanning
Our Accounting Division wants to scan the back-up documentation for
accounting transactions and destroy all paper copies afterwards. Is
there any reason -- legal or otherwise -- which would preclude the
destruction of all paper copies? For instance, are original signatures
needed on contractual documents, etc.?
Brenda Pruitt, Records Manager
+ American Red Cross
Hazel Braugh Records Center and Archives
5818 Seminary Road
Falls Church, VA 22041
Ph: 703-813-5383 Fax: 703-813-5389
E-mail: [log in to unmask]
http://www.redcross.org
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of A.Khramtsovsky
Sent: Tuesday, May 03, 2005 1:21 PM
To: [log in to unmask]
Subject: Raindrop: Spring RM in Russia
Moscow, Russia. On April 21-22, 2005, the Electronic Office Systems
(EOS) company hosted the traditional annual "Spring Records Management"
conference. The participants noted growning Russian ERM market.
Government offficials promised new, better legislation. See the full
story at http://eos.ru/eos/137144
Natasha Khramtsovsky
Senior RIM expert,
"Electronic Office Systems" (EOS)
Elektrozavodskaya ul., 52,
Moscow, 107023, Russia
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