Laserfiche WebLink
LEE COUNTY <br />Committed Today for a Better Tomorrow <br />LEE COUNTY BOARD OF COMMISSIONERS <br />ITEM ABSTRACT ITEM NO. IV. D. <br />Information <br />Meeting Date: February 4, 2013 XX Action Item <br />Consent Agenda <br />SUBJECT Electronic Records System Policy <br />DEPARTMENT Finance <br />CONTACT PERSON Lisa G. Minter, Assistant County Manager /Finance Director <br />REQUEST Approval of Electronic Records Policy for the Lee County <br />Finance Office <br />SUMMARY The Lee County Finance Office began using Laserfiche to <br />scan and store copies of accounts payable checks and <br />invoices during FY 2008. The system has proven to be a <br />very useful and reliable program. The attached policy has <br />been developed to allow us to stop storing duplicate copies <br />of these checks and invoices. Records retention policies <br />require that we keep invoices for three years past the <br />completion of the audit. With this policy, we can destroy <br />invoices after they have been scanned and a sampling of <br />scans is done to check for accuracy. Based on the amount <br />of space we have now, our plan is to keep copies of the <br />current year's invoices and one prior year. <br />BUDGET IMPACT N/A <br />ATTACHMENT(S) Electronic Records System Policy for the Lee County <br />Finance Office <br />Attachment 1 — Request for Disposal of Original Records <br />Duplicated by Electronic Means <br />Attachment 2 — Monthly Audit Log for Scanned Images <br />RECOMMENDATION Approve the Electronic Records Policy for the Lee County <br />Finance Office <br />