I have been asked to find out how other organizations identify their 
official hardcopy records.  Here we have a red COR-File stamp (COR = 
Cooperative Official Record).  All official hardcopy records are stamped 
with this red stamp and the file path is suppose to be penciled in.  If a 
record has a black COR-File stamp, you know it is an informational copy 
and not the COR.  When this system was established in the late 1980's it 
worked well.  Now however with the proliferation of colored copying 
machines the value is being lost because a colored copy is being made.

There is a committee looking into this problem and trying to find a way to 
preserve the value of the COR stamp.  Here are the suggestions so far:
1.  Continue to use the red stamp and always pencil in the file path - if 
it doesn't erase, its a copy.  (Problem:  not everyone enters the file 
path - even though they are suppose to do it)
2.  Use a punch to put a hole in the corner of the COR-File record. 
(Problem:  extra step unless there is a way to combine a stamp and a punch 
into one operation, but they are considering using the stamp and a punch)
3.  Change the color of the ink to one which will not show when copied. 
(Problem:  the new copy machines copy all colors)
4.  Use special paper which would show a watermark when copied.  (Problem: 
 expense; also, incoming records wouldn't be on this special paper)

I was asked to query this group to see how other organizations are 
identifying their official hardcopy records.  ( They haven't talked about 
Identifying copies of electronic records yet.  This is to be discussed at 
a future meeting.)

Thanks for your feedback.

Janet

***********************************
Janet Nelson CRM
Manager Records
Dairyland Power Cooperative
3200 East Avenue South
PO Box 817
La Crosse WI 54602-0817

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