I'm not sure that I understand what's behind this question. We scan
"records" which may be original paper documents but are just as likely to be
copies. In many cases we (the organization) have never had anything but a
copy of a document in our possession but that doesn't mean what we have
isn't a "record" for us. Also, in some cases we scan both the original and
a copy of the same document, though usually not at the same time. An
example might be a memo sent from our legal office to another department
giving an opinion on a proposed policy or transaction. The department which
receives the memo might send the original to us for scanning as a part of
the "record" of that particular transaction. Also, the legal department
might send us their copy of the memo to scan as part of their "outgoing
correspondence" record series.
BTW, I'm not looking for this to turn into a discussion of the need to scan
a particular record series or if implementation of a document management
scheme might eliminate the need to scan one or both of the documents in my
example. In this day and age my example might be moot in many organizations
because the correspondence would have been done by e-mail. Of course that
opens up another whole can of worms.
Gary Vocks
Records Management Officer
Southern Illinois University
School of Medicine
Springfield, Illinois USA
----- Original Message -----
From: "Linda Buss" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Wednesday, March 08, 2006 10:29 PM
Subject: Re: [RM] scanning question
> But did you scan copies or originals. If originals, was there a legal
> reason to do so?
>
> Linda Buss
>
> -----Original Message-----
> From: Records Management Program [mailto:[log in to unmask]] On
> Behalf
> Of Steve Morgan
> Sent: Wednesday, March 08, 2006 9:58 AM
> To: [log in to unmask]
> Subject: Re: [RM] scanning question
>
> Up until a month ago I worked for a city in California. We scanned
> everything. Some of the old "stuff" has been converted but not much. We
> had QC logs to protect us that was OK'd (signed off) by the City
> Attorney as being legal & sufficient for protection.
>
> By the way, there wasn't just a scanning or "batch log" there was also a
> "scan sheet" on top of the file. It had the file info on it that the
> submitting department wanted. You know file name, number, indexing
> information for retrieval, etc. There was also a "step" sheet that
> everyone signed off on during the process. WE verified everything not
> the submitting department as we did not assume anything. We also logged
> in incoming boxes/documents which included a brief description, when &
> who brought it to us. Also, that person had to initial the log entry.
>
> There were various stages of the process:
>
> 1st Person:
>
> 1. Go through the file check for poor quality documents. If there
> are any, stamp them "Poor Quality Original"
> 2. Get a batch number
> 3. Log the batch number in the batch log, initial it & do the same
> on the "step" sheet
> 4. Scan the file
>
> 2nd person:
>
> 1. Pull up the batch & QC making sure all images are there &
> readable.
> 2. Mark the pages that need scanned or places pages need inserted
> (because of being missed).
> 3. Rescan/insert images
> 4. Check the batch again. If it's OK, date & initial "step sheet"
>
> 3rd Person or back to 1st Person:
>
> 1. Refer to the "scan sheet" & do the indexing
> 2. When done, initial & date the "step" sheet
>
> 4th person or back to 2nd Person:
>
> 1. QC the indexing
> 2. If it's OK initial & date step sheet
> 3. Submit the batch
> 4. Initial & date in the "batch log"
>
>
>
> Steve Morgan
> (714) 438-3228 phone
> (714) 546-9835 fax
>
> -----Original Message-----
> From: Records Management Program [mailto:[log in to unmask]] On
> Behalf Of Nolene Sherman
> Sent: Tuesday, March 07, 2006 3:01 PM
> To: [log in to unmask]
> Subject: Re: scanning question
>
>
> I have not yet dealt with imaging. I get the theory, but I am a bit
> ignorant of the nuts and bolts. I often see messages where it's stated
> that to be admissible as evidence the process must be documented or you
> show your QC logs, or something of that nature. What exactly is being
> done and documented?
>
> The reason I ask is that one of our divisions has been imaging for a
> while, but when I ask if they have scanning logs (admittedly, I'm not
> quite sure what I'm asking for), they have no idea what I'm asking for
> either nor think they need anything. I've been told by the head of that
> department that they verify that the image is a accurate copy at the
> time they turn over an image (or perhaps a printout of an image) to
> attorneys. Before I go and do battle, if I need to, me thinks I need
> more ammunition -- this manager already thinks she knows everything and
> that I'm a charlatan that gets my info off the internet (which I guess,
> technically I do ..... )
>
> Nolene Sherman
> (949) 789-1668
>
> -----Original Message-----
> From: Records Management Program [mailto:[log in to unmask]] On
> Behalf Of Chris Flynn
> Sent: Monday, March 06, 2006 10:03 PM
> To: [log in to unmask]
> Subject: Re: [RM] scanning question
>
> Linda,
>
> Imaging should be designed to capture the record as part of the business
> process. Regardless of the version of the record. Document your process
> and you'll be fine.
>
> 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
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>
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