Electronic Records   

Electronic Records 101 | ImageNow | Disposition of Electronic Records

Disposition of Electronic Records

Scanning documents means I have a backup for paper, correct? If the record is digital, it’s free to store on the server, right? Common myths have emerged in regards to electronic records management and, lucky for you, DePaul University has the resources available to guide offices in the right direction. Let us dispel some common myths for you…

Myth #1 – Scan the documents in a file, as you will then have a backup!
Truth #1 – True, you now have two copies of the file: one digital and one physical. However, regardless of format, only one copy of an official record is to be kept in an office. If you scan a document into a file (in ImageNow, on the shared drive, etc.), the physical copy is to be shredded.

Myth #2 – Electronic storage is cheap! We will scan everything in the office.
Truth #2 – While scanning items can make some office processes quicker and safer, scanning all documents onto a server (such as ImageNow or a shared drive) does not come without an associated cost for DePaul University. As the number of files scanned grows, the server storage space necessary grows in tandem. This associated cost is why applying the same retention schedule to electronic documents is so important (in addition to all the other benefits!)

Myth #3 – We will scan everything and keep it permanently! That’s better than having a paper file, right?
Truth #3 – Though it can be safer and easier, scanning and storing documents can come with the same legal and discovery issues associated with keeping a paper file. In fact, if you shred a paper file at the required time, but keep a digital copy forever, you are at the same risk level had you kept the paper permanently. Remember, regardless of format, an official record is still an official record and subject to the same retention schedule!

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