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WhatDoIDoWithMyFiles_EBS

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EBS Educational Session 8AgendaUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity ArchivesUniversity Archiveshttp://archives.msu.edu/records/scanning.php?records_scanningQuestions and AnswersFinancial Processing TransactionsFinancial Processing TransactionsFinancial Processing TransactionsFinancial Processing TransactionsFinancial Processing TransactionsService Billing TransactionsService Billing TransactionsQuestions and AnswersHuman Resources/Payroll TransactionsHuman Resources/Payroll TransactionsHuman Resources/Payroll TransactionsHuman Resources/Payroll TransactionsQuestions and AnswersEBS Educational Session 8What Do I Do with My Files?December 1, [email protected] ©2010 Michigan State University ebsp.msu.edu1 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 documentationAgendaCopyright ©2010 Michigan State University ebsp.msu.edu2 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 [email protected] or 355-2330.  We are all making this transition together!University ArchivesCopyright ©2010 Michigan State University ebsp.msu.edu3Definitions: 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. University ArchivesCopyright ©2010 Michigan State University ebsp.msu.edu4Scanning 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)*University ArchivesCopyright ©2010 Michigan State University ebsp.msu.edu5New 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.University ArchivesCopyright ©2010 Michigan State University ebsp.msu.edu6Once 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.University ArchivesCopyright ©2010 Michigan State University ebsp.msu.edu7Handling 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. University ArchivesCopyright ©2010 Michigan State University ebsp.msu.edu8Types 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.


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