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Records Management Program <[log in to unmask]>
Subject:
Re: Tossing Paper after Scanning
From:
"Hilliard, Mary" <[log in to unmask]>
Date:
Wed, 4 May 2005 15:32:16 -0500
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Records Management Program <[log in to unmask]>
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Brenda Pruitt asked
"Our Accounting Division wants to scan the back-up documentation for
accounting transactions and destroy all paper copies afterwards.  Is
there any reason -- legal or otherwise -- which would preclude the
destruction of all paper copies?  For instance, are original signatures
needed on contractual documents, etc.?"

I am not a lawyer, but lawyers on our staff have ruled and made rule
changes to allow us to scan all our contracts and keep the image as the
official record.  The paper is kept for a short period to allow for
appropriate quality control measures to take place and then is
destroyed.

Mary Hilliard, CRM
Records Management Officer, UT System Administration
210 West 6th Street
Austin, Texas 78701
512-499-4557

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