This is an important principle that applies across many industries and
organisations and is not just restricted to payroll or financial
transactions. Many business processes rely on pre-numbered pro formas where
every numbered record needs to be accounted for. The retention of unused or
spoilt forms is not cost effective yet it is essential for there to be a
suitable retention period and adequate audit trail in place that ensures
their destruction.
A useful example is from the pharmaceutical industry with the management of
case record forms (CRFs) used by doctors in clinical trials, where up to
tens of thousands of individual pages need to be accounted for. It is common
- and accepted! - for unused CRFs to be collected from the doctor, for this
data to be collated on a "CRF Accountability Form" and for unused CRFs to
then be destroyed, with appropriate signatures of destruction. A neat,
secure process that satisfies all!! I think the principles can be translated
to many other business processes, including for financial transactions.
Regards,
Eldin.
Rammell Consulting
Organisational Effectiveness through
Records & Information Management
Mobile: 07940 859721
Tel: 01304 381691
Fax: 0871 661 0507
Email: [log in to unmask]
http://www.rammell.com
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of David Aspinall
Sent: 30 September 2004 09:25
To: [log in to unmask]
Subject: Re: what to do with void cheques?
This is a problem faced by many companies and organisations who are running
payrolls or paying suppliers using computer printed cheques. A blank, void
or defaced cheque should be considered a vital record for which you need a
defined destruction policy as quickly and as securely as possible with an
audit trail confirming destruction. Retaining the cheques has to be
considered a potential time bomb.
David Aspinall
Datum Solutions Limited
Datum House
4 Priory Close
Fleet
Hampshire
GU51 4ED
Direct Line: 01252 612805
Mobile: 07785 234322
[log in to unmask]
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of carey clifford
Sent: 29 September 2004 18:26
To: [log in to unmask]
Subject: what to do with void cheques?
Can anyone help with this ...
a housing association has as a result of their cheque print runs, a number
of void
cheques. For auditing reasons they have been advised to keep them to show
they have not been used.
Have any of your customers had a similar problem and what do they do?
The company would like to not store them
Suggestions might be:
1. List the cheque numbers and have two people sign that they have been
destroyed and not used, then store or scan the signed list
2. Scan the cheques into the EDMS
3. etc..
Any suggestions please?
Carey Clifford
Tel 0118 946 4791
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