Hello everyone--
   
  I would like to thank all the people who responded to my request for information about paperless personnel records.  This was the largest response I have ever received from the list.  The communication I received has been very helpful.  I have saved them all and will be taking you up on your offers to talk over the phone.  (The way things are going, it might not be till after the holidays.)
   
  A couple of people asked me to summarize the responses for the list.  As this is a long-term process, it could be a long wait.  So instead I will send out some notes I have made based on conversations and messages to date.
   
  The notes identify issues that will have to be explored before making the convert/not convert decision.  Some that are critical in my organization might be of lesser importance in yours. This is not meant to be a final list, just a work in progress.
   
  If we decide to proceed with this project, I will post more information later.
   
  Thanks again to everyone who emailed me or spoke with me.  I am not going to mention specific names, as a couple of people asked not to be quoted.
   
  Hope you all have a good holiday season!
   
  Robin Tew
  Supervisor, Records Management
  Pinellas County Schools
   
  . . . .enjoying the warm winter days (around 70) and cool winter nights (around 60) in sunny Florida!
   
   
  Why the conversion?
New toy or good fit
  Other alternatives considered?
   
    Needs Assessment
  Number of users/Level of use
  Volume of source documents requiring conversion to electronic format
  Quality of source documents
                          Paper condition, size
                          One-sided or two-sided
                          Color paper
                          Colored inks
  Quality assurance of converted documents
  Legal requirements to retain any hard copy?
  Indexing needs
   
  System Requirements
  Hardware
  Software
  Communications
   
  Staffing requirements
  Number of personnel
  Training
   
  Maintenance
  Software maintenance contract
  Equipment maintenance contract
  Backup
              Frequency
              Processing time required
              Backup storage
   
  Security issues
  Access levels
  Shredder/shredder bin access     
  Password procedures
   
  
  
  Migration/Conversion
  Every 4-5 years
              Data degradation
              Media obsolescence
              Hardware, software, OS obsolescence
   
  Retention Issues
25 years after termination
   
  User training
   
   
  Backfiles
  Convert or maintain current media?
     Outsource conversion
Image on demand?
   
  Costs
  Upfront
  Ongoing
   


		
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