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RECMGMT-L  March 2011, Week 1

RECMGMT-L March 2011, Week 1

Subject:

Re: Researching scan and destroy policies

From:

"Link, Gary M." <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Tue, 1 Mar 2011 07:08:27 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (64 lines)

Stephen,

If you are a contractor for the federal gov't you must follow FAR 4.7,
and if you are not a federal contractor, you can use it for a reference:

"Original records need not be maintained or produced in an audit if the
contractor or subcontractor provides photographic or electronic images
of the original records and meets the following requirements: 
(1) The contractor or subcontractor has established procedures to ensure
that the imaging process preserves accurate images of the original
records, including signatures and other written or graphic images, and
that the imaging process is reliable and secure so as to maintain the
integrity of the records. 
(2) The contractor or subcontractor maintains an effective indexing
system to permit timely and convenient access to the imaged records. 
(3) The contractor or subcontractor retains the original records for a
minimum of one year after imaging to permit periodic validation of the
imaging systems."  (4.703(c))"

Gary Link, CRM
Pittsburgh, PA
[log in to unmask]


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Stephen Cohen
Sent: Monday, February 28, 2011 3:27 PM
To: [log in to unmask]
Subject: Researching scan and destroy policies

Would someone in a law firm, corporate counsel, or financial services 
business be able to share policy statements on destroying paper records 
after being scanned and electronically stored? Or point me toward a 
resource that addresses this topic? We're starting to look at such 
practices within our org and are just starting to find an array of 
policies. We want to streamline our internal policies but also make sure

they are in line with what others are practicing/advocating.

Many thanks,

Stephen Cohen
Records Manager
MetLife
New York City NY

The information contained in this message may be CONFIDENTIAL and is for
the intended addressee only.  Any unauthorized use, dissemination of the
information, or copying of this message is prohibited.  If you are not
the intended addressee, please notify the sender immediately and delete
this message.

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