Lori,
the enabling legislation of the 1990's allows for electronic records, the big caveat is if there is an contradictory law, ordinance, regulation, etc.. IMO you should check you industry specific regulations (those folks you answer to) to see if they require any specific records or records series to retained in hard copy.
Chris Flynn
> Date: Mon, 16 Mar 2009 16:30:11 -0500
> From: [log in to unmask]
> Subject: Re: Required hard copy of an imaged document
> To: [log in to unmask]
>
> 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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