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We're using our Livelink record keeping system for contract management.  In addition to making the contracts available in multiple locations (allowing access at multiple offices and telecommuting), we also apply categories to the contracts so that we can do queries by the type of contract, by counterparty, date expiring, person responsible, etc.  We are only keeping a very few paper contracts, more for artifact value than anything, and are keeping track of those few paper contracts and their locations in the system as well.

Servers going down can always be a problem but the system is one of the most important our IT department facilitates and every effort is made to make it available 24/7.  And we don't have to worry about paper documents for which only copy exists being destroyed in a fire as the electronic documents are backed up nightly.

Good scanning and quality control as essential.
John


John Breeden, CRM
Enterprise Records Manager
Old Dominion Electric Cooperative
4201 Dominion Boulevard
Glen Allen, VA  23060
direct line:    804-968-4067
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From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Kirby, Lisa (DARS)
Sent: Monday, August 27, 2012 11:59 AM
To: [log in to unmask]
Subject: Electronic Contract Records

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
Are any agency's maintaining contract documentation electronically only?  We are in the process of moving that direction, but have concerns when it comes to servers going down and documents not being available.  We are interested in learning about backup plans, experiences, etc.


Thank you,

Lisa Johnson Kirby
General Services Supervisor
Department for Aging and Rehabilitative Services
8004 Franklin Farms Drive
Henrico, VA 23229
(direct) 804-249-4112
(fax) 804-662-9525
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