We use Concur, and the records are in Concur's custody ('in the cloud' I
guess). I write retention/destruction/handover obligations into the Concur
contract. As users, we have the power to create, upload and delete our
content, as in most web applications, but the contract terms ensure Concur
isn't doing anything to our content that we don't want. The way Concur is
used is that employees often scan paper receipts and upload the content
into Concur. So I remind employees, Procurement (to whom employees
sometimes send their paper receipts) and anyone who will listen, that we
have to keep the paper original after scanning for one year if the expense
is for our federal government client - the law that applies to that client
*48 C.F.R. 4.703(c)(3)*  applies to us. Annoying, awkward law that results
in employees keeping a bunch of paper junk for one year after scanning
because it's too hard to parse out stuff related to the one client.

*Destroying the Paper Original*

**Paper records related to FEP or other Federal Government contracts must
be kept* one year *after the paper is scanned -see 48 C.F.R. 4.703(c)(3)

* *
Generally, for non-Federal Government records, the original paper record
should be destroyed once Quality Control is performed on the scans. You may
keep  paper originals longer if you wish, until no longer needed for
convenience purposes.

(before you chastise me for replying with other messages in this chain, I
don't know how to delete other messages in the chain in gmail. Anyone know?)


On Wed, Sep 25, 2013 at 11:38 AM, Callen, Jeanne M <[log in to unmask]>wrote:

> Does anyone use a cloud-based Expense Reporting tool - like Concur?
>  Wondering about retention requirements for cloud-based expense reports,
> receipts, etc.  Currently we retain our paper Expense files for 5 years.
>  Seems the team investigating the software didn't think about what happens
> to the stored data (or to include me).
>
> Feel free to reply off the list.
>
> Thank you,
> Jeanne
>
> Jeanne M. Callen
> Records Management Leader | J. J. Keller & Associates, Inc.(r)
> 3003 Breezewood Lane | PO Box 368 | Neenah, WI 54957-0368
> *: 920.722.2848 Ext. 2849| *: [log in to unmask]<mailto:
> [log in to unmask]> |*: jjkeller.com
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-- 
Maureen Cusack
San Francisco, CA
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