Electronic Records and ImageNow

Technology Services is working on standards and procedures for the reformatting of paper records to electronic format. More information will posted to this page as development continues.

Are the documents and other records on my desktop computer or laptop also "public records?"

Yes, the Virginia Public Records Act states:

Regardless of physical form or characteristics, the recorded information is a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a public record.

Do I have to keep the electronic version of a record and a paper version?" 

Records that your office has in both electronic and paper formats which are exact duplicates should both be destroyed once they have met the retention periods in the Records Retention and Disposition Schedules approved by the Library of Virginia. You may destroy one format of the records (either paper or electronic) if you plan to retain the other for the retention periods listed in the schedule. If you have scanned the paper records and plan to destroy the paper, please continue reading below.

Computer storage is cheap. I’ll just keep my computer records ?     

The best practice is to destroy all records that have met their retention requirements at the same time, regardless of format. Records in paper and electronic formats that have met their retention period but continue to be kept are still subject to public inspection, audit and litigation/legal holds. Maintaining electronic records beyond their approved retention periods can be used to show lack of compliance with state laws and regulations in a legal or an audit proceeding.

We have an imaging system. Do we have to keep the paper?  

No, however, records with retention of more than 5 years from creation and records which document financial, contractual or legal actions should be maintained in paper format. Paper records with a retention of permanent or with instructions to transfer to Library of Virginia/University Archives/Special Collections should not be destroyed after imaging.

How do I get information about ImageNow?       

ImageNow by Perceptive Software, Inc, is a user-friendly document imaging and management tool that allows you to easily capture, organize and manage data. With one click, ImageNow allows you to scan, file, retrieve, print, fax, or distribute electronic objects.   ImageNow changes the way paper is handled, alleviating the time-consuming inefficiencies of manually filing and retrieving documents thus enhancing service and productivity. In addition, ImageNow eliminates the cost and space issues associated with maintaining a paper-based process.   ImageNow allows indexed images to be retrieved simultaneously by different users on campus with the click of a mouse. Since the document is indexed electronically, there is no need to manually file the paper, and no chance that the document will be misplaced or mishandled.   ImageNow is currently being used by more than 350 licensed customers in 20 departments around the VCU campus. If you would like additional information on how ImageNow can work for you or information on purchasing ImageNow for your department, contact Technology Services, Applications & Project Management at ImageNow@vcu.edu.