Nolene,
Hi there!
When I implemented front-end scanning, we scanned the following doc types:
Invoices
AR
Supply request forms
Bank statements
Legal agreements
Tax returns
Cash receipts
Counterparty setups
Daily trading synopses
Journal entries
W9s
HR files
Payroll processing
We performed 100% QC, then discarded the hard copy after three months. We kept a workbook. Each sheet was a document type. The fields included (but were not limited to):
Box #
Doc type
Doc details
Vendor
Status (scanned, indexed)
Pages
Total number images
Date data delivered
Date boxes returned
Date qc performed (and repeated, if errors found)
Analyst who performed the QC
Total errors
These logs were incredibly important to us in justifying further resources and yes, they were a defense mechanism when it came to research requests from some departments (who would insist that Records should have custody of certain materials when, really, they hadn't given them over to us yet! You know, the usual...). Because we used an offsite scanning bureau, the scanning bureau performed an initial QC and we performed the second pass at the company.
I can also confirm from experience that the workbook did come in quite handy from a legal perspective, too. Your instincts are correct. Stick to your guns.
Mimi Dionne, CA, CDIA+, CRM, PMP
281.386.9698
Blog: http://rimnant.blogspot.com
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