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Ms. Kirby,

The Department of Motor Vehicles (DMV) maintains a wide variety of contracts throughout the agency.  The type of contract and the administration responsible for that contract will determine how it is to be stored.  For example, service contracts and procurement contracts are generally managed through the eVA procurement system.

Contracts that are otherwise managed within DMV are generally scanned and stored electronically within our Enterprise Content Management (ECM) system.  Once they are scanned, a variety of keywords may be assigned for simple document retrieval and reporting.

There have only been minor disruptions in service due to server issues.  We have not experienced loss of information with our ECM system, but we do have precautions in place.  All documents stored within our ECM system are backed up and burned to a CD.  These CD's are then stored off-site in case of natural disaster, fire, etc.  We continue to research options to ensure no information is permanently lost and reduce recovery time.

Let me know if you have any questions.  Thanks,

Brian


Brian K. Turner
Program Specialist
Data Management Services
Virginia Department of Motor Vehicles
2300 West Broad Street
Richmond, Virginia 23269
Office: (804) 497-7174
Fax: (804) 367-0363
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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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