I would point out that it isn't necessarily the media type that needs retention it is the content so moving the paper to electronic is accepted. I think the issue is of those 7000 boxes how many of those records are on legal hold? If they are on legal hold even if you scan them you will not, typically, be able to dispose of them even if they are exact duplicates.
Rob
-----Original message-----
From: Todd Johnson <[log in to unmask]>
To: [log in to unmask]
Sent: Fri, Aug 12, 2011 20:42:23 GMT+00:00
Subject: Re: What regulations require us to keep paper records?
We are currently at a crossroads as to what to do with our physical records.
They are currently being stored in an old furniture warehouse (not ideal).
We have proposed building a compliant records storage facility in
conjunction with an approved disaster recovery site slated to house a
redundant gas control facility.
The Board has asked for high-level costs associated with the following
alternatives:
1. Outsource storage
2. Buy and upgrade our current facility
3. Scan everything
On Fri, Aug 12, 2011 at 3:26 PM, Frederic Grevin <[log in to unmask]> wrote:
> Todd, an additional question is "why do they want to scan 7,000 boxes?"
>
> I've run into the folks who think the cost savings from eliminating paper
> storage will pay for the scanning and related costs. That's usually not the
> case.
>
> Good luck,
>
> Fred
> --------------------------------------
> Frederic J. Grevin
> [log in to unmask]
> Office: 212-312-3903
>
>
> -----Original Message-----
> From: Records Management Program [mailto:[log in to unmask]] On
> Behalf Of Todd Johnson
> Sent: Friday, August 12, 2011 4:23 PM
> To: [log in to unmask]
> Subject: Re: What regulations require us to keep paper records?
>
> They want to know if we can scan 7,000 boxes and do away with the paper
> records.
>
> On Fri, Aug 12, 2011 at 3:15 PM, <[log in to unmask]> wrote:
>
> > Quoting Todd Johnson <[log in to unmask]>:
> >
> > "What regulations require us to keep PAPER records?" This was a question
> >> I
> >> was asked in a meeting with the CEO and CFO today. I realize that
> depends
> >> on what regulatory agencies you report to, states you operate in, and so
> >> on
> >> and so forth. Can anyone provide any insight on how to best formulate an
> >> answer to this question? Any guidance is appreciated.
> >>
> >> Thanks,
> >>
> >> Todd,
> >>
> > You're right, all of the above apply. You need to know what records you
> > have
> > and which of them require retention of hard copy (e.g., wet stamped
> > engineering
> > drawings). But what is the real question here? If they want to know if
> > things
> > can be imaged that raises a whole different set of issues. If they want
> to
> > move to born digital that implies another set of costs, etc. You need to
> > find
> > out or specify what they really want to know. Dick KIng, U of A
> >
> > List archives at http://lists.ufl.edu/archives/**recmgmt-l.html<
> http://lists.ufl.edu/archives/recmgmt-l.html>
> > Contact [log in to unmask]**edu<
> [log in to unmask]>for assistance
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> >
>
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