I agree. This needs to be reviewed on a case-by-case basis. If there is something that needs to be retained permanently, I would suggest filming that series of records that are scanned and then you can destroy paper. 

Here in Oregon, if the document originated in paper and has a retention period of 100 years or greater (aka permanent), then we (state agencies) are required to have a paper or microfilm copy held as the "record copy". 

Documenting these decisions and how they fit into the imaging or EDRMS workflow are also very important to the process.

Just my two cents,

Erin O'Meara
University Records Manager
University of Oregon

Paula Johnson <[log in to unmask]> wrote: Is there a document that outlines the regulations more fully?  

Each federal or state agency we deal with seems to have different
specifications related to keeping material related to grant fund
expenditure and research related requirements.

There are provisions dependent on the type of funding and the type of
research program involving education and health research related
activities.

Non-federally funded grants rarely include a specification for the mode
of media chosen for retention and have accepted electronically certified
images as "official."

I have to agree with Bruce in the context of contracts and agreements.
Our campus and general counsel would only advise to keep the original
signed documentation as the official document and every scanned image as
a "working copy."

Boy, 2 emails in a week. 

 
Paula

Paula J. Johnson
Director, Administrative Records
University of California, San Diego
9500 Gilman Drive
La Jolla, CA 92093

telephone:  858-534-2552


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Roach, Bill J.
Sent: Friday, May 26, 2006 10:10 AM
To: [log in to unmask]
Subject: Re: [RM] Destruction of paper once scanned

>>Destruction of paper after scanning and after the images are verified
is allowable.<<

There is a caveat to the above...is allowable almost always.  There are
circumstances where destruction of the paper copies is not allowable.
If regulations do not allow it, the paper records cannot be destroyed.
While exceptions are rare, they do exist.  Please note that this is not
an evidentiary issue but a regulatory one.  

One example of such a regulatory requirement has to do with records
associated with grants to educational institutions.  Disposal of the
paper documents can only be done after specific permission is granted by
the grant making body.

Exceptions are recognized by both ESIGN and by UETA.

Bill R

Bill Roach, CRM
Enterprise EDMS Coordinator
State of North Dakota
ITD/Records Management
701-328-3589

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