Version: 10/10/07
1. How will document retention change in my agency?
A major factor in the SCEIS project’s cost
justification is elimination of paper throughout state government. This
includes transition to electronic documents instead of paper to meet
document retention requirements. Online documents created in SAP will
replace many types of paper documents. Solicitation/award processes will be
conducted online in a paperless fashion between the state and many of its
vendors. Most remaining paper documents will be converted into electronic
images using document imaging at the earliest possible point in an agency’s
business process. 2. What do agencies need to do
for electronic document retention when they go live?
Agencies do not need to take any action for
retention of electronic documents in SCEIS. These documents will be retained
by SCEIS on the CIO infrastructure, with no plans for destruction at this
time. They will be stored on SAN storage located at the CIO, backed up to
tape and stored offsite in accordance with backup/recovery policies. A
comprehensive retention management plan will be established in the future
for scheduled destruction/retention of SCEIS electronic records, in
collaboration with agencies, SC CIO and SCDAH.
3. What do agencies need to do for paper document retention when they go
live?
Agencies should retain paper documents after
they have been imaged into SCEIS, according to each agency’s current
retention management plan. This policy will remain in place for about 6
months, until further guidance from SCEIS, to allow agencies to develop a
level of comfort with the SCEIS environment. 4.
Should agencies print out copies of documents that are now electronic
documents, which were filed as paper documents before SCEIS?
Electronic documents should not be printed for
filing purposes or retention management purposes. Agencies should consult
with the SCEIS project if they believe there are electronic documents in
SCEIS that they must print and retain in paper form in order to comply with
South Carolina or Federal government requirements. It is a key objective to
adopt a paperless environment wherever possible.
5. Can agencies print paper copies of electronic documents for convenience
if they do not like the SCEIS “paperless” work processes?
While it is possible to print documents for
convenience, agencies should consult with the SCEIS project if they find
themselves needing paper documents. SCEIS will provide consultation to help
reengineer agency processes to make effective use of the SCEIS environment.
It is a key objective to adopt a paperless environment wherever possible. |
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