Mared
The National Archives of Australia has had a digital recordkeeping system for some time. We actively scan and destroy just about all of our incoming documents as well as outgoing documents where it is important to capture the signature. Digitally generated documents are captured directly into the system.
Of course, we don't do this without some sort of policy or procedures in place. We follow our own advice that we give to all Australian Commonwealth Government Agencies. We have a "General Disposal Authority for Source Records that have been Copied, Converted or Migrated" available at http://www.naa.gov.au/recordkeeping/disposal/authorities/GDA/PDF/GDA_encrypted_records.pdf which contains all sorts of information on what you should do before deciding to destroy the originals. It is a rather 'dense' publication, but should give you some food for thought
Of course, the ongoing management of the scanned documents is relatively easy - we just treat them the same way as every other record in our system. If you do not have a proper digital recordkeeping system, you will have to come up with a way of storing the images that protect their 'recordness'. Maybe our advice on using shared folders in conjunction with a recordkeeping system at http://www.naa.gov.au/recordkeeping/rkpubs/advices/advice70.html will help address some of the pitfalls in keeping stuff on network drives.
Hope this helps
John Lovejoy
[log in to unmask]
My own views, not my employers
-----Original Message-----
From: Owen Mared Ann ADN/CGC [mailto:[log in to unmask]]
Sent: Thursday, May 04, 2006 11:15 PM
To: [log in to unmask]
Subject: Destroying originals of scanned records
I have recently been appointed as records manager at Gwynedd Council. We are reviewing our records management service which up to now has included in-house microfilming of records required for the long term, however our microfilming equipment is nearly beyond repair and we are looking at several options including:
Purchasing new microfilming camera, developer, etc.
Purchasing microfilm scanner (i.e. microfilm from scanned images)
Keeping the original paper records
Scanning records and destroying originals
It seems that microfilming is becoming old fashioned, although I can see benefits with long term records. Retaining scanned records however requires an active digital preservation programme, but with the advent of an EDRMS (we hope to procure a system in a few years' time), won't most records be managed in digital form only? I am comfortable with retaining only scanned images (with backups etc.) of records required for only a few years, say up to 7 or 10, but I get nervous about retaining only scanned images of records such as pension records and destroying the originals (as the pensions people here would like to do).
So here is my question - do you know of any organisations (public or commercial) who keep the scanned images and destroy the originals of long term records such as pensions and personnel files?
I would welcome any information, thoughts or comments (on or off-list).
Thank you in advance
Mared
Mared Owen
Rheolwr Gwybodaeth Cynorthwyol / Assitant Information Manager
Uned Gwybodaeth / Information Unit
Cyngor Gwynedd / Gwynedd Council
Ffôn: 01286 679838
-------------------------------------------------------------
Mae'r e-bost hwn ac unrhyw atodiad iddo yn gyfrinachol ac fe'i bwriedir ar gyfer y sawl a enwir arno yn unig. Gall gynnwys gwybodaeth freintiedig. Os yw wedi eich cyrraedd trwy gamgymeriad ni ellwch ei gopio, ei ddosbarthu na'i ddangos i unrhyw un arall a dylech gysylltu â'r anfonwr ar unwaith.
Mae unrhyw gynnwys nad yw'n ymwneud â busnes swyddogol y corff sy'n anfon yr e-bost yn bersonol i'r awdur.
-------------------------------------------------------------
This email and any attachments are confidential and intended for the named recipient only. The content may contain privileged information. If it has reached you by mistake, you should not copy, distribute or show the content to anyone but should contact the sender at once.
Any content that is not pertinent to the official business of the organisation is personal to the author.
-------------------------------------------------------------
Arbedwch bapur, ynni ac arian - Peidiwch argraffu'r neges yma oni bai ei bod yn hollol angenrheidiol.
Save paper, energy and money - Do not print this message unless it is absolutely necessary.
--
Scanned by The Sheriff - http://www.isheriff.com/
|