Folks,
I'm certain you've heard me on this before but.... If one's institution accepts Federal money (e.g., grants & contracts), then under 48 CFR 4.703 (c) (1) the institution must keep the hard copy record one year for 'periodic validation of the imaging system". Dick King, University of Arizona
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Mangiaracina, Ann
Sent: Friday, March 14, 2014 10:30 AM
To: [log in to unmask]
Subject: [RM] Guidelines for Destroying hard copy after scanned
Happy Friday Everyone!
I'm meeting with our Office of the General Counsel to discuss revising our policy for when an original hard copy can be disposed of after being scanned.
Our current policy is "Scanned images need to be reviewed and deemed legible and stored in the trusted system prior to deleting the paper original. No page of any record, paper, or document shall be destroyed if any page cannot be reproduced on film with full legibility. Every unreproducible page shall be permanently preserved in a manner that will afford easy reference."
Certain business areas have documents over 500 pages and we are finding it impossible to do a thorough review of every single page. So we are exploring adopting a less restrictive policy that uses due diligence to sample documents that provides a reasonable effort and will cover us in the cases when pages are missed or not legible. With that said, our paper record conversion to electronic process would include steps to help ensure they are complete and legible.
I'd appreciate your thoughts on how others handle this and guidelines that are put in place to help staff perform this role (confirming legibility).
For example, we are considering letting the Document Control Group run a multipage paper record through our Ricoh MFD's ADF scanner or a production level Fujitsu scanner ADF which should represent a reasonable effort given that the reviewer verifies that the top page is legible and the job ran without jamming etc. Is it fair to make an assumption that all of the pages of one document scanned within a system/process must be considered legible if the first page is legible? If not, then we would have the Document Control Group maintain the paper original for a period of time and then destroy. In the event an error is identified by staff, the electronic version could be corrected.
I'd really appreciate thoughts on what others are doing in this area. Thank you and have a great weekend!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! :)
Thank You,
Ann Mangiaracina
RIM Project Manager
Santa Clara Valley Transportation Authority Technology
3331 North First Street, Building C
San Jose, CA 95134
P: 408.321.7039
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
