Minutes - Feb. 4, 2013 Regular Meeting

Home Browse Search

B K 00025 PG TRAINING The key imaging operators have received formal training in the use of the imaging equipment and software. All applicable County of Lee staff will be trained in the correct procedures required for imaging and the reproducing of records. All applicable County of Lee staff will be trained in the correct procedures for viewing imaged documents and for reproducing of any imaged document. AUDIT Managerial staff for the Finance Department will periodically audit imaged records for accuracy, readability, and reproduction capabilities. Original paper records will not be destroyed until the managerial staff has audited a sampling of those records for system's accuracy. A written audit report will be prepared indicating the sampling of records produced and what remedial procedures were followed if the expected level of accuracy was not achieved. AUDIT TRAILS: Documentation of all imaging activities is maintained through audit trails built into the imaging system to protect the agency from potential fraud or any other unauthorized acts, as well as the authenticity of the records. DOCUMENTATION: Standard Operating Procedures: 0 Original document is scanned into imaging software. • The scanned documents will be audited to ensure imaging is legible and has been scanned into the correct folder. • All originals, once verified, will be given to the Finance managerial staff and they will randomly audit imaged records for accuracy, readability, and reproduction capabilities. 0 Department supervisors will maintain a written audit log indicating the sampling of records produced and what remedial procedures were followed if the expected level of accuracy was not achieved (refer to Attachment 2) 0 Originals will be destroyed. RETENTION: One set of all system documentation, including documentation describing how the system operated from a functional user and data processing point of view, will be maintained permanently in the event a court review is necessary. When system documentation changes, old versions will be maintained for 3 years after discontinuance of system and after all data (records) created by the system has been destroyed or transferred to a new operating environment. AVAILABILITY OF SYSTEM FOR OUTSIDE INSPECTION: The County of Lee recognizes the fact that the judicial system may request pretrial discovery of computer programs and related materials. The County of Lee personnel will honor requests for outside inspection of the system and testing of data by opposing parties and the court. It will also honor inspection and copy requests pursuant to Chapter 132 of the North Carolina General Statutes.