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EBS Educational Session 8 What Do I Do with My Files December 1 2010 ebsp msu edu Agenda University Archives MSU document policy Business record definitions Document scanning protocols Considerations for purchasing a scanner Financial Processing Transactions MSU policy How to provide supporting documentation Disposal of original paper documentation Service Billing Transactions MSU policy Handling of Service Billing Transaction documentation HR Payroll Transactions MSU HR Payroll Transaction process How to provide supporting documentation Disposal of original paper documentation Copyright 2010 Michigan State University ebsp msu edu 1 University Archives In the new Enterprise Business Systems MSU s administrative and academic units will scan attach and store business documents electronically rather than retaining papers copies in a file cabinet Course EBS N100 Lesson 1 The University Archives is providing the following guidance to assist university units in the transition from a paper based system to a new paper sparse business workflow We also are offering training at various venues around campus and at your offices upon request Please do not hesitate to contact us with follow up questions at archives msu edu or 355 2330 We are all making this transition together Copyright 2010 Michigan State University ebsp msu edu 2 University Archives Definitions University business record information created received and maintained as evidence and information by an organization or person in pursuance of legal obligations or in the transaction of business ISO 15489 The International Records Management Standards E Doc and HR Forms Transactional documents created in Enterprise Business Systems EBS such as a financial processing document Appointment Form a procurement document a maintenance document i e the creation of a new account or a workflow document E docs and HR Forms will replace many of the forms listed in MSU s Manual of Business Forms and HR personnel system transactions and forms Supporting Documentation Invoices receipts contracts letters of offer fixed term memorandum etc that are appropriate and necessary for the legal and regulatory processing of a financial or HR transaction by contract or governmental requirements such as for a grant account by federal law or State of Michigan requirements or by MSU policy as outlined in the Manual of Business Procedures or Human Resources Policies and Procedures Copyright 2010 Michigan State University ebsp msu edu 3 University Archives Scanning Protocol MSU complies with the State of Michigan s Records Reproduction Act Act 116 of 1992 and related best practices Digital images of supporting documentation minimum requirements are 300 DPI PPI PDF strongly preferred TIFF and other file types are acceptable Images must be clear readable in good order File size maximum is 5MB For more information State of Michigan s Records Reproduction Act Act 116 of 1992 opens in new window PDF Best Practices for Reproducing Public Records opens in new window PDF Best Practices for the Capture of Digital Images from Paper or Microfilm opens in new window PDF Copyright 2010 Michigan State University ebsp msu edu 4 University Archives New Business Workflow Paper copy is kept until the transaction is fully approved Scanned image is now the official business record Paper copy does not need to be sent to central administrative unit Exceptions Purchasing cards and I 9s Unit is not required to store the scanned image after transaction is approved Responsibility for scheduling and disposition of university business records in enterprise business systems is shared by University Archives and the central administrative units Current record retention schedules still apply Copyright 2010 Michigan State University ebsp msu edu 5 University Archives Once e doc and HR forms receive final approval The scanned supporting documentation becomes the official University record Internal Audit will use scanned supporting documentation for their review Units should dispose of paper originals using the following methods MSU Recycling Shred papers containing sensitive data before recycling or place in specific secured sensitive data bins Note Disposal relates only to documentation that directly supports the specific transaction being processed University Records Management policies remain in effect for all documentation Copyright 2010 Michigan State University ebsp msu edu 6 University Archives Handling sensitive data in documents Redact or obscure sensitive data from imaged documents In the rare instances where sensitive information needs to be included access is limited to users with the appropriate security role e g HR Unit Administrators HR Payroll Approvers Use the Secured Field portion of the e doc in the finance system Units should dispose of paper originals using the following methods MSU Recycling Shred papers containing sensitive data before recycling or place in specific secured sensitive data bins Copyright 2010 Michigan State University ebsp msu edu 7 University Archives Types of scanners Desktop or Flatbed scanner The most common and inexpensive type of scanner includes glass window and cover lid usually accommodates up to standard letter size documents Document scanners Similar to a fax machine or desktop printer dedicated document scanners automatically feed sheets through as they scan Multifunction printer scanner copier One machine that can print scan copy fax and e mail and shared in an office environment Automatic document feeders are optional inkjet or laser printer depending upon need Pricing varies leasing is common If leasing ask the dealer for a hard drive erase option to ensure that university records are wiped from the hard drive when the lease expires Copyright 2010 Michigan State University ebsp msu edu 8 University Archives Scanning 101 1 Document Preparation Remove all staples paper clips or other fastening devices Repair all torn or damaged documents Remove creases or folds for the pages so that no data is covered or lost Identify and locate missing or misfiled documents Identify and mark out any confidential or sensitive data Arrange the documents in the order in which they are to be scanned 2 Scan the document Set resolution to 300 dpi for text drawings and photographs Set file type also known as format to PDF preferred or TIFF Scan the document Move the document to your unit s secured file storage location 3 Quality Control Develop your unit s internal


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