Kathy,
Your statement: "The film can legally replace the original paper allowing
you now to dispose of the paper, and the film is legally admissible in court
and considered a replacement of original paper by the gov't as well." is
technically incorrect in some states.
In terms of records retention, state government regulations must also be
adhered to in addition to federal law, and in my state, microfilm, even
archival quality silver film, does not automatically imply that the paper
records may be disposed of.
Elizabeth Fairfax
Island County, Washington
-----Original Message-----
From: Kathy Land [mailto:[log in to unmask]]
Sent: Thursday, January 06, 2005 4:41 AM
To: [log in to unmask]
Subject: Cost of Converting Paper Files to CDs, Why not just outsource? Have
Film Copies along with your CD or DVD's?
I agree, CD's are fragile if not handled properly. Some of you may already
know this but along with your CD or DVD (you can get copies of all your data
on CD/DVD within them a self-contained database) request back ups you can
have stored off site, one also needs request a copy and backup of your
documents/images on 16mm film from your conversion service bureau. The film
can legally replace the original paper allowing you now to dispose of the
paper, and the film is legally admissible in court and considered a
replacement of original paper by the gov't as well. If you have an
electronic index file (like excel or ASCII file), coding or indexing costs
are reduced significantly because those indexes are turned into barcode
separator sheets that automatically code the fields that identify the
document or document set.
It is always better to outsource your scanning, even if it is only a couple
of boxes a month (you may still get volume discounts even if it is not done
all at once). The capital expense of purchasing, cleaning and maintaining
scanners is a nightmare, technology is always changing. Hiring, paying and
training individuals to do the job is risky and costly, the person may not
have a vested interest in scanning all of the documents nor scan them
properly. Who is accountable for mistakes found years from now? Not the
employee, the person who hired them or upper management that made that
decision. How about the learning curve? Why not start getting an immediate
return on investment by outsourcing the project and having access to your
documents electronically immediately? Smooth Solutions guarantees 100% QC
of all images and we can go onsite. Full references provided. Please let me
know of any projects in the pipeline or would like more information.
Kathy Land
Business Development Manager
Smooth Solutions, Inc.
Document Scanning, Indexing and Conversion
16mm, 35mm, Microfilm, Fiche, Paper and Large Format, &Color
Scan: Binders, Folders, Film Libraries, Stored documents etc.
300-2 Route 17 South, Suite 4
Lodi, NJ 07644
Ph: 973-249-6666 x107
Cell: 201-741-6725
Fax: 973-249-6667
[log in to unmask]
[log in to unmask]
www.smoothsolutions.com
Departments we work with;
Records MIS/IT Legal/Contracts
Facilities Engineering Research & Devel
HR Finance Manufacturing
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Peter Kurilecz
Sent: Tuesday, October 26, 2004 12:00 PM
To: [log in to unmask]
Subject: Re: Cost of Converting Paper Files to CDs
On Tue, 26 Oct 2004 11:45:58 -0400, Belrose, Sharon
<[log in to unmask]> wrote:
>I was told that none of their law firm customers re using CDs for
permanent storage.
your original posting didn't mention that your project was for permanent
records.
as has been discussed numerous times on the list CDs are not suitable for
the long-term storage of permanent records. if the records are truly
permanent then consider microfilm instead of CD.
but are the records truly permanent? Don't they really belong to your
clients?
respectfully
peterk
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
