We
are just starting to scan our fiscal department’s paperwork. We have
pretty much everything figured out with one exception… the Warrant Registers
because of the signatures. Everything that we are finding is saying
permanent. Our question to you all is, does permanent mean on paper or
can we scan and the scan is treated as the original? We will be moving
into a new space as an agency in December and the less paper we have, the
better! Warrant Registers are the one thing that we have a lot of!
Thank
you,
Jen
Albjerg
Fiscal
Manager
Grant County
Social Services
Grant County
Highway Dept
Region IV
Adult Mental Health Initiative
Phone:
218-685-8218
Fax:
218-685-4978
7 comments:
At MNPrairie we take our warrant registers right from PDF and save them with a digital signature. We don't print them out at all. We save them all in one folder for each year and name them with the date and type (SSIS, Admin, CEI...) So far the auditors do not have an issue with that. WE verify that our audit list totals match the amount on the warrant register before digitally signing.
At Nicollet County we scan in our signed warrant registers. The auditors have been fine with this.
At Sibley the Auditor's office keeps the signed copy, I believe it is PDF. PHHS keeps a "courtesy copy" - so ours is destroyed after the audit.
Mille Lacs does not scan our registers for storage yet, but our auditors have told us that a scanned copy is as good as the original. So if/when we start scanning we will no longer keep the paper copy.
Wright County HHS prints to Hyland (OnBase EDMS) the Warrant Registers and both myself and the Director sign them electronically. It is part of our notification process that alerts the Auditor/Treasurer office that warrants are ready to be printed and mailed by their office.
Thank you, Jennifer, for asking the question and everyone for your responses. I've been wanting to go with electronic scanning for storing fiscal documents and it is good to hear that it sounds ok to do so!
Thank you for the feedback on this! This is a very good note for my Friday!
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