Colleagues:

I have a question regarding a business process and I was hoping to find out if there are any laws or cases (aside from RM best practice) that could impact some of the decisions being considered.

The scenario centers around the way we process purchase order and invoices.  We are switching to a new solution from on old Notes database workflow.  We generate purchase orders for, conveniently enough, all of the products we order.  Those P.O.s are issued and then we receive an invoice from the vendor.  The proposed new system includes something I am objecting to and that is when an original invoice is received, the new system will convert the P.O. to an electronic invoice and that is retained.  The original invoice received from the vendor is kept for a month and then destroyed and the converted invoice from the P.O. is now magically the official record.

I have serious issues with this.  I have not yet seen in the new system how the converted invoice from the P.O. compares to the original.  My guess is they don't look alike at all, let alone if the information on the original invoice matches the converted invoice.  Naturally, they could scan the original invoice and retain it but that is a step they are trying to avoid.  They are also offering the opportunity for some vendors to submit invoices electronically and that is of course OK.

For this conversion process, I am trying to fight the fight that the original invoice is the official record and not the converted P.O.  Is anyone aware of any laws or cases that could apply to this scenario?  From a RM best practice perspective, it makes complete sense to me, but I would like some additional ammunition if any is available.

I appreciate your input and please feel free to contact me directly.

Thanks, Steve

Stephen A. Smith, MLIS, CRM, CIP, CDIA+
Manager, Corporate Records
QVC, Inc.  Compliance
O:      484.701.1559
F:      484.701.1021
C:      484.905.2517
E:      [log in to unmask]
A:      Studio Park, 1200 Wilson Dr., MC207, West Chester, PA, 19380-4262

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