Josee
There is no one solution, some paper has to be retained due to legislation
requirements regardless. In other cases both paper and the image are ready
for disposal.
Expect to eliminate all images at some time in the future, the last five to
seven years have seen a decline in paper as most information with 'records'
characteristics is actually born digital and should never be printed to
paper.
Otherwise the Canadian Standards are the best to follow in all cases of
imaging. They give advice on controls and integrity, this is a technical
requirement. Remember imaging can include microforms, photocopies, fax, and
any copy formats. The Best Evidence rule also applies. Make good use of your
legal advisors!!
Fern Phillips, CRM
--------------------------------------------------
From: "Josee Dallaire" <[log in to unmask]>
Sent: Wednesday, April 06, 2011 7:54 AM
To: <[log in to unmask]>
Subject: Image as your Official Record
> Hello, I am writing to this great group of people with amazing knowledge
> in the records management world (a little butter never hurts). We, at
> Manulife (Canadian Division), are in the middle of a project called "Image
> as your official records" and are hoping to receive feedback/information
> from anyone that has gone through this before. Here's what we have
> accomplished at this time:
>
> Obtained help of a Project Manager
> Created a Program Plan
> Identified Committees (Executive Steering, Program Steering, Program
> Office, Program Control Team)
> Identified in Scope/out of Scope
> Created Project Charters
> Meet on a regular basis
>
> At this time I am working closely with Office Services department
> responsible for "Records Integrity". Here are some questions we are
> looking to get some information on:
>
> 1. Does your organization rely on the image as the official record or do
> you keep the paper record?
>
> 2. If you destroy the paperwork and rely on the image as the official
> record, do you have any controls in place to ensure the integrity of the
> image? And, if so, what are these controls?
>
> 3. What challenges, if any, have you experienced in ensuring the
> integrity of the image.
>
> If you have participated in such a project and have some feedback, it
> would be greatly appreciated.
>
> You may contact me directly if you wish.
>
> Thanking you in advance,
>
>
>
> JOSÉE DALLAIRE | MANAGER, RECORDS MANAGEMENT COMPLIANCE | Manulife
> Financial
> 500 King Street North | Waterloo, ON N2J 4C6 | Tel: 519-747-7000 x243726 |
> Fax: 519-747- 3891
> [log in to unmask] | manulife.com
>
>
>
> strong reliable trustworthy forward-thinking
>
>
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