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Date: | Wed, 14 Aug 2013 13:11:04 -0400 |
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Lisa,
A best practice is to develop a written policy describing your imaging
process / program, that includes a set of QA/QC standards that must be met
before disposing of the paper originals. Public agencies sometime post
their imaging QA/QC standards online, so do a search on "document imaging
quality standards" and you'll get some feel for the standards that other
organizations put into place for their imaging operations.
Also, if you happen to be a vendor for the US gov't, you'll have to keep
any documents related to your contract with them for one year after
conversion to electronic format. Reference FAR subpart 4.7:
"b. Paper records may be imaged to digital format:
?Original records need not be maintained or produced in an audit if the
contractor or subcontractor provides photographic or electronic images of
the original records and meets the following requirements:
(1) The contractor or subcontractor has established procedures to ensure
that the imaging process preserves accurate images of the original
records, including signatures and other written or graphic images, and
that the imaging process is reliable and secure so as to maintain the
integrity of the records.
(2) The contractor or subcontractor maintains an effective indexing system
to permit timely and convenient access to the imaged records.
(3) The contractor or subcontractor retains the original records for a
minimum of one year after imaging to permit periodic validation of the
imaging systems.? (4.703(c))"
Good luck,
Gary Link
Pittsburgh, PA
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