I'm not sure what started this thread, but I think
you all should read ANSI/AIIM TR 31.

 

J. Timothy Sprehe 

Sprehe Information Management Associates, Inc.

4201 Connecticut Ave., N.W., Suite 610 

Washington, DC 20008-1158 

Voice:  202-364-5300; Fax:  202-364-5302 

Cellphone:  202-285-9620 

Website:  http://www.jtsprehe.com 

I check all incoming and outgoing emails for
viruses and scan my system daily for viruses.

 

 

-----Original Message-----
From: Records Management Program
[mailto:[log in to unmask]] On Behalf Of
Larry Medina
Sent: Friday, April 23, 2004 4:29 PM
To: [log in to unmask]
Subject: Re: Automating Personnel Files

 

At 06:26 PM 4/7/2004 -0700, you wrote:

>As long as you have the original paper documents,
they may have to be

>produced if the original documents are
specifically requested. Your

>General Counsel should be very much involved in
this process as an

>attorney may have to argue as to why you want to
produce an imaged copy

>when the original is available.

>

>If there is no particular legal reason in your
jurisdiction to retain

>the paper, you should consider (with appropriate
legal counsel)

>destroying the paper once you have finished the
QA on the images and

>there are sufficient backup cycles completed to
put you and your

>internal customer at ease.

>

>Once the paper has been destroyed, the imaged
copy becomes the

>"original", for all intents and purposes. Review
"best evidence"

>rulings for more information.

>

>(Not an attorney. Please consult with a qualified
attorney before

>taking any action.)

 

 

Another perspective on this is that a re-written
organizational policy

statement which addresses a change in
process/procedure from a certain date

forward that all of a certain series of records
will be "processed, managed

and maintained electronically" and that "formal
procedures have been put in

place to image all paper records on receipt" and
"following documented

quality control measures ensuring all images are
complete and accurate, all

paper records will be destroyed" then you can
safely show that the

electronically managed images are now your
originals.

 

You should also ensure this policy includes a plan
for "periodic migration

from media form to media form and conversion as
required to ensure

continued accessibility of the information being
managed electronically to

meet retention requirements."

 

Not an attorney here either, but any time you make
a radical change to

process/procedure that will result in a totally
different means of managing

information than what you have typically done,
it's best to ensure it's

reflected in your Records Management Policy and
any Procedures Manuals that

your organization has related to the management of
information.  The last

thing you'd want to take place in the event of an
incident where

information was lost was to be required to produce
policy and procedure

manuals and have them indicate you are still
managing a paper-based system.

 

Larry

 

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