Lori

There is some good guidance at NSW State Records web site, particularly
'Recordkeeping in brief 11' (http://tinyurl.com/crnkwo) and GDA 24 (
http://tinyurl.com/d6byrg). While these are done in an Australian
environment (NSW Evidence Act etc), the approach is simple: the law allows
electronic, so if you have suitable processes and systems in place to
guarantee the integrity of both the image itself, and the processes around
it, you can get rid of the paper whenever you are satisfied with the image
quality.

For example, we are now scanning all incoming accounts payable invoices.
I've signed off that I'm happy to regard the electronic image as the record,
and accounts are destroying the paper version after only a few weeks. The
images are kept in our financial system for the required period (life of
asset or service or contract plus 7) and we reckon we can defend ourselves
if necessary in court from accusations that someone fiddled with the image.

hope this helps.

Glenn

Glenn Sanders
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Australia

These views are mine alone. They may or may not be those of any
previous or present employers or clients. I don't know. If I'd asked
and they'd agreed, I would have signed it "Harry Peck and Co and
Glenn". Or whatever. But I haven't, so I didn't.

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