What standards does everyone follow with respect to proving their images are
an accurate reflection of the original?  

I know there isn't one consistent standard, but many differing ones.  I
believe if I take originals, have the individuals who prep them, image them
(run them through the scanner), QC them, index them, verify the final data
and close the batch sign off on each step and then have someone else sign
off on the final product if it is made into a PDF for example, then finally
have a manager regularly select random batches and sign off on the ones they
check, then I'm doing the best thing possible and I'm creating a trail of
batch sign-off sheets which prove this up.

If you're people are simply tossing them through a copier and saving it to a
computer directory without a QC and especially if they're not creating and
signing off on sheets for each batch then I think your images are at risk of
being questioned.

Am I going too far to prove the documents are an accurate reflection?

Any thoughts?

Tom

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Steven Whitaker
Sent: Thursday, December 08, 2005 5:07 PM
To: [log in to unmask]
Subject: Re: Destruction of paper once scanned

Once documents are scanned and QCd, the now redundant paper media is
then recycled.   I wrote the policy. 

Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 12/08/05 01:31PM >>>
List Members -
 
I am in a predicament here in Georgia.  A number of departments within
my county are scanning documents AND maintaining the hardcopy -
unfortunately my record center is the recipient of those hardcopy files.
 I have some support for a policy that will designate the electronic
version as the official record and mandate destruction of the hardcopy
(or at least not allow it into the county record center).  Does anyone
have any experience with something like this, particularly in a
government environment?  
 
David Singley
Records Management Officer
Gwinnett County Government, GA
[log in to unmask] 
770-822-7060
 

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