Wayne,

I see no problem with making two record series, and scheduling the paper 
for a shorter retention while scheduling the electronic image for 
permanent retention. We records managers get so caught up on making sure 
we emphasize that an electronic record is a legitimate record (and so the 
paper is not needed after adequate QA/QC), that we forget that it may be 
the two versions' differing PURPOSES, and not the fact that it they are 
different formats/mediums, that qualifies them to be considered separate 
record series. By the way, doing so will also ensure the proper 
destruction procedures that you want. 

The earth didn't just crack open, did it?

Gary Link
Pittsburgh, PA
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From:
Wayne Hoff <[log in to unmask]>
To:
[log in to unmask]
Date:
07/15/13 04:03 PM
Subject:
Third category of destruction?
Sent by:
Records Management Program <[log in to unmask]>



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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