Good afternoon from sunny Phoenix; we are retaining source documents for
30 days. We are in the process of including wet signature contract
documents in this process. This was mutually agreed upon after several
conversations with Corporate Legal and business owners. We have
documented our policy and procedures including audit functions which
help ensure that a useable, reliable and authentic image has been
captured.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Lori Calovich
Sent: Monday, March 16, 2009 2:30 PM
To: [log in to unmask]
Subject: Re: Required hard copy of an imaged document
Yes this helps-thank you!
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Glenn Sanders
Sent: Monday, March 16, 2009 4:20 PM
To: [log in to unmask]
Subject: Re: Required hard copy of an imaged document
Lori
There is some good guidance at NSW State Records web site, particularly
'Recordkeeping in brief 11' (http://tinyurl.com/crnkwo) and GDA 24 (
http://tinyurl.com/d6byrg). While these are done in an Australian
environment (NSW Evidence Act etc), the approach is simple: the law
allows
electronic, so if you have suitable processes and systems in place to
guarantee the integrity of both the image itself, and the processes
around
it, you can get rid of the paper whenever you are satisfied with the
image
quality.
For example, we are now scanning all incoming accounts payable invoices.
I've signed off that I'm happy to regard the electronic image as the
record,
and accounts are destroying the paper version after only a few weeks.
The
images are kept in our financial system for the required period (life of
asset or service or contract plus 7) and we reckon we can defend
ourselves
if necessary in court from accusations that someone fiddled with the
image.
hope this helps.
Glenn
Glenn Sanders
[log in to unmask]
Australia
These views are mine alone. They may or may not be those of any
previous or present employers or clients. I don't know. If I'd asked
and they'd agreed, I would have signed it "Harry Peck and Co and
Glenn". Or whatever. But I haven't, so I didn't.
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