Hi Alex,

Thank you for your reply; actually your questions help very well to describe our case. 

I post the answers to the list, as they might trigger further advice or recommendations as to whether the electronic processing of invoices is worth it or not in our specific case:

- only Finance Department uses the invoices;
- retention is 10 years;
- invoices are not requested often, only about a dozen times per year by a department who lost their copy. However invoices can be heavily requested by auditors, they usually want to see the original though;
- we have asked for legal advice whether we can destroy the paper originals after proper scanning - we do not know yet (French law require paper copies, but it is not clear whether my organisation as intergovernmental body falls under that legislation);
- daily invoices are between 50 and 300; we are not sure yet whether to scan them at once or in a batch - also outsourcing was suggested on the list;
- in the majority it is about the invoice itself, but in many cases it is also stapled to supporting documents which are not scanned, but which require un-stapling.

Best regards,

Gesa Büttner
*************************************
Council of Europe
DIT - Information Management Division
Tel: +33 388 41 2642



-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of sasha babin
Sent: 28 May 2012 18:39
To: [log in to unmask]
Subject: Re: Invoice scanning for electronic processing – is it worth it?

 
Hi Gesa,
 
I'm also interested to know the answers.

I can also add some questions that will help to formulate the answers:
 
How many departments use the data - information from invoices
How often you are required to provide somebody with copy of invoice
How long do you need to keep these invoices - retention?

Are you allowed to destroy the originals after scanning and followed checking the quality?
Do you scan invoices immediately at the time you receive it, or you do it once at ???? period of time
 
30 metres of invoices - it is about 150 thousand pages  of invoices - is it correct - how many are invoices itself and how many are backup records provided with invoices - and what exactly you need to scan - everything or???
 
Regards,
 
Alex Babin
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