Is the resistance due to doubts about the reliability of the document
storage system or about quality of the scans? The document management
system may have been certified by the vendor (i.e. DOD 5015, MoReq etc.).
To defend Quality Control of scans, have documented QC guidelines that
include sampling based on ANSI TR-34 standard
"*Quality Control Sampling Plan*".



On Mon, Mar 12, 2012 at 12:34 PM, Larry Medina <[log in to unmask]>wrote:

> Obviously this is not tax or legal advice, but...
>
> If you can demonstrate the process for capture of the images sufficiently
> guarantees the quality and the images are adequately protected and stored
> and can be produced in support of a claim or audit, you shouldn't have a
> problem.
>
> You'll have to capture adequate metadata to support the images and locate
> them in the future, so if this is a "new practice" for your organization,
> developing a file naming convention and a procedure for scanning/capture
> MIGHT NOT BE a bad idea =)
>
> Larry
> [log in to unmask]
> --
> *Lawrence J. Medina
> Danville, CA
> RIM Professional since 1972
>
>
> *
> On Mon, Mar 12, 2012 at 12:08 PM, Vandenberg, Erin <[log in to unmask]
> >wrote:
>
> > My department is in the process of trying to get our Tax department to
> > sign off on our document management system as a place for budget
> > managers to store images of procurement card receipts (essentially,
> > university credit card receipts) and allow the hard copies to be
> > shredded after scanning.  I've reviewed IRS Revenue Procedure 97-22
> > which lays out the requirements of electronic storage systems and our
> > document management system seems to fit all the criteria. However, our
> > Tax department wants an official sign-off or certification from either
> > the IRS or the software company.   The Revenue Procedure indicates that
> > only the District Director can "test" the system and deem it worthy but
> > my research shows me that the IRS got rid of District Directors years
> > ago.  Any suggestions on what steps my department can take next?
> >
> >
> > Thanks!
> >
> > Erin Vandenberg
> >
>
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-- 
Maureen Cusack
San Francisco, CA
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