Lisa,

A best practice is to develop a written policy describing your imaging 
process / program, that includes a set of QA/QC standards that must be met 
before disposing of the paper originals. Public agencies sometime post 
their imaging QA/QC standards online, so do a search on "document imaging 
quality standards" and you'll get some feel for the standards that other 
organizations put into place for their imaging operations.

Also, if you happen to be a vendor for the US gov't, you'll have to keep 
any documents related to your contract with them for one year after 
conversion to electronic format. Reference FAR subpart 4.7:

"b.  Paper records may be imaged to digital format:

?Original records need not be maintained or produced in an audit if the 
contractor or subcontractor provides photographic or electronic images of 
the original records and meets the following requirements: 
(1) The contractor or subcontractor has established procedures to ensure 
that the imaging process preserves accurate images of the original 
records, including signatures and other written or graphic images, and 
that the imaging process is reliable and secure so as to maintain the 
integrity of the records. 
(2) The contractor or subcontractor maintains an effective indexing system 
to permit timely and convenient access to the imaged records. 
(3) The contractor or subcontractor retains the original records for a 
minimum of one year after imaging to permit periodic validation of the 
imaging systems.?  (4.703(c))"


Good luck,
Gary Link
Pittsburgh, PA
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