You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # The Virginia Public Records Manual, Chapter 7 Reformatting Records contains the following information for guidance. Legality of Reformatted Records Copies of originals as evidence Both Code of Virginia (§ 8.01-391) and federal laws recognize the legal status of copies made from various sources, including electronic data stored on optical media. The law of evidence allows accurate and authenticated copies produced from originals to be admissible as evidence. Authenticating records requires having written policies and procedures formalizing the recording, storage, or reproduction of public records. A list of users and their access privileges should be maintained and audited regularly. Also, keep audit trails documenting who scanned or edited images and when this occurred. Destroying Records after Reformatting After records are reformatted, inspected, and approved according to established standards, the originals may be destroyed because they are then considered copies. The reformatted version is now the official copy of record. The Library of Virginia does not require a Certificate of Records Destruction (RM-3 Form) for copies. However, any original records with permanent retention or records created before 1913 must be offered in writing to the Library of Virginia before destruction of the originals. Bob Kolstee Records Administrator City of Norfolk 757-664-4737 ________________________________ From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of hid Sent: Wednesday, February 01, 2012 2:56 PM To: [log in to unmask] Subject: Electronic Health Records We are currently in the process of copying our medical records into an Electronic Health Records system. We are scanning current records and attaching them to the specific client's record in the database, organized in folders based on the documentation content/function. (i.e. ISPs, Quarterlies, Financial, Assessments...etc.). I am new to records management and have been trying to determine whether scanning records into the database allows us then to shred the paper documentation, or whether we are required to continue to maintain, all or part of the medical record IAW current records retention schedules. Can someone steer me in the proper direction to where I might find the answer? Any information you can provide will be greatly appreciated. Thank you - hid H. I. Deslauriers Administrative Services Manager Southside Community Services 424 Hamilton Boulevard South Boston, Virginia 24592 434-572-6916 (x301) www.sscsb.org The information transmitted is intended solely for the individual or entity to which it is addressed and may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of or taking action in reliance upon the information by persons or entities other than the intended recipient is prohibited. If you have received this email in error, please contact the sender and delete the material from any computer. To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page)