Re: Scanning of Files Steven Etheredge 17 Dec 2004 14:55 EST

See answers below

Steve Etheredge

R. Steven Etheredge
Director, Pre-Award Services
Sponsored Awards Management
University of South Carolina
(803) 777-4457
(803) 777-4136 fax
xxxxxx@gwm.sc.edu

>>> xxxxxx@IIT.EDU 12/16/2004 12:50:59 PM >>>
Hello Colleagues,

We are looking to scan our old grant files to increase storage space.
We
have some questions:
 a.. what kind of software did you use?

 We use Kofax Ascent Capture for scanning and IBM Content Manager
for managing/searching the      scanned files.

 b.. did the software you use allow you to search files?

 Yes, the latest version of IBM Content Manager is much more
robust than our original version, and   allows storage/retrieval in
workbaskets, so you don't have to review large files to locate the item
 you are searching for.

 c.. did you scan the file as one whole document, or in parts?

 We scan in identifiable parts--proposal, award, emails,
subawards, memos, etc to facilitate retrieval.

 d.. did you have a concern about retaining original signed
documents?

 We have not destroyed the paper versions yet, but will in the
future after a suitable retention time  (probably 1 year)

I appreciate your input.  You can reply to me directly at
xxxxxx@iit.edu

Thanks,
Domenica
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