I'm hoping for some insight from the listserv.  I've come across a situation that 
blurs the line between original paper records and scanned copies of the same 
record.

The Land group in my office wants their files in both the original paper and the 
electronic (scanned) formats (they have good reasons for wanting both).  
Land files have permanent retention, but managers have requested that the 
electronic file be kept permanently, while the paper originals be destroyed 
after the file is closed.  I've seen lots of cases where electronic originals are 
printed out and the paper is used for some reason - in that case the paper is 
destroyed without fanfare because it is just a copy.  I've also done scanning 
where the paper is destroyed immediately, and so the existence of the 
scanned copy serves as its own evidence (and audit history) of the migration 
of record of origin from paper to electronic.

In this case, though, I feel a bit uneasy about just destroying the paper 
without a more rigourous destruction process, because until they're destroyed 
they're still (legally speaking) the original document and best evidence of the 
matter they pertain to.

I see the following as my options:

1. Create a separate retention for both versions of the same record.  (I don't 
like that much, though... it violates my sense of RM and good records 
categorization)
2. Just destroy the paper without any particular official process when the file 
closes.  (I don't like this much either - no audit history or paper trail)
3. Conduct an official disposition of the paper records upon file closure.  
(Although this isn't true disposition... this is disposition of the medium more 
than the record itself)
4. Create a special form and a special process for destroying the paper 
originals, whereby the official record status migrates to the electronic 
version.  (Which means extra work for everyone.)

Any thoughts or wisdom to share?  My apologies if this is a bit cerebral, but I 
feel like it's a bit of a conundrum that perhaps someone has bumped into 
before.  Any input is appreciated.

Wayne Hoff, CRM
Calgary, AB

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