We recommend that each department create a policy on how documents get scanned and indexed (named) and how those documents should be audited against the physical original. Some documents may require a certain level of auditing before they can be considered the official record. Without establishing a document audit policy, the department may not have the option of eliminating the paper version. 

It is encouraged that each department assign at least two individuals for scanning and auditing.  The assignee for scanning is resposible for scanning all of the departments documents while the assignee for auditing is responsible for the accuracy of the following:

• Folder file is saved to
• Document naming
• Page counts and page orientation
• Double-sided documents  

After auditing, we suggest paperwork be boxed by scan date and retained for one month. It should then be destroyed as the original would be considered the scanned version in OnBase.