Jennifer,

The process of capturing your personnel files as electronic images ensures
that you have in fact created electronic originals (do you like that one
Roach?). Once you have generated the electronic original, you should dispose
of the hardcopy. These records have no archival value and would on add to
the cost of the process. Remember process and documentation is everything. I
recommend you apply strict standards and comply with them. Try to gain the
highest degree of assurance within your system that record integrity is
being maintained.

Feel free to call me if you have any questions.

Chris Flynn CA CRM
Records Officer
University of Idaho
[log in to unmask]
208/885-4408



-----Original Message-----
From: Snyder, Jennifer [mailto:[log in to unmask]]
Sent: Wednesday, April 07, 2004 11:24 AM
To: [log in to unmask]
Subject: Automating Personnel Files

Good Morning,

I have a question for the listserve....hoping to solicit some best
practices.  Our Human Resources Department is beginning to automate employee
personnel files.  We will be keeping hard copies for quality control and
verification purposes.  I know the importance of ensuring these files are
processed with the highest degree of accuracy and quality of images.  I am
also aware that once a document is imaged it is considered the original
document and that by keeping the hard copies they are essentially just that,
COPIES.  However, it concerns me with these particular original hard copies
being destroyed.  Our Legal Dept has okayed the process, but searching for
what other companies are doing with the hard copies of their automated
personnel files.  Overall I am merely working to ensure we are covering all
aspects of this project.

Thanks in advance for your input,

Jennifer Snyder

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List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance