Hey thanks for the response and I probably will call you. I see that
you are a CRM, congratulations! What is "PMP"?
So do you work in the actual refinery part or in a more corporate
setting? We have an office in Houston and it's amazing... I work in the
refinery setting and the scenery is not too pretty.
Things are actually going pretty good here. People are very receptive
to what we're doing and everyone wants to work with us because we're
clearing out space for them. There is so much old stuff here it's
ridiculous. But we just took on a new Department Leader and she's
really getting things done. So I have a good feeling we'll be able to
go through with this stuff soon we just have to get the necessary
information documented. Like who scanned what when and so on. We
manage our records in Documentum and we also track off-site records in
Insight. We're trying to get away from double entry into both Insight
and Documentum and trying to do an automatic feed from Doctm to the
other.
So what has and has not worked for you?
Thanks so much!
Christine Jackson _______
Records Management Lead
(ph) 219.473.1079
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Bruce White
Sent: Wednesday, October 31, 2007 6:27 PM
To: [log in to unmask]
Subject: Re: private response was Re: [RM] Policy for Digital Signatures
and Imaged Records - Samples needed
On 10/31/07, Jackson, Christine D <[log in to unmask]> wrote:
> I got thrown into this as many of you have as well, and I'm trying to
> do my best to get us pro-active instead of reactive. We have a "copy
> problem" here and now we're dealing with imaging records and having to
> keep them as well - off-site. So we have the cost of both the
> man-hours of imaging as well as the unnecessary cost with storage. Not
> to mention the problem with keeping both sets of records mirror
images.
First, welcome to the list and to the profession. Just so you know,
we've had this discussion on the listserve a couple of times; you may
want to refer to the archives. That said, I've researched this topic a
number of times and have only come across a few requirements for
maintaining the original, wet signature; they applied to engineering
drawings. I haven't seen any specific requirement for maintaining other
paper documents, but that doesn't necessarily mean they don't exist.
The challenge is convincing your lawyers that the electronic image is
the "official record," especially for contracts. My experience is that
they are very reluctant to dispose of the original paper contract,
feeling that courts will only recognize a wet signature as a valid
document. This even when they are provided all of the research that
shows otherwise.
Even with a policy in place you'll find that implementing a program is
easier said than done. I know of many companies (including my own) that
have attempted to go the route you propose, some much more successful
than others. Sounds like a great idea in theory but much
more difficult in practice. I'll let others chime with their
experiences.
By the way, I work for a major refiner and distributor of petroleum
products. Send me a note off-line or give me a call if I can be of
assistance.
Regards,
--
Bruce L. White, CRM, PMP
Houston, TX
e-mail: [log in to unmask]
832-486-4937
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