Procedural Change for Electronic Means Form

The Records Analysis Unit has recently made some changes concerning procedure when processing requests for disposal of records duplicated by electronic means forms.  For those unfamiliar with that form, it is one that is submitted by local government offices wishing to initiate a scanning program in which the original paper records are destroyed.

We have recently received requests from private contract providers (those entities that the LME’s refer client to for services) concerning the approval of electronic means forms filled out by their respective offices.  However, the unit, along with Becky McGee-Lankford, Assistant Records Administrator, have deemed it more appropriate that these providers go through their Department of Health and Human Services (DHHS) representative when wishing to initiate a scanning program involving the destruction of original records.

Each of these private contract entities enter into a memorandum of understanding with the local LME and DHHS to provide their respective services.  Included in this memorandum of understanding is a clause that they will abide by the retention schedule for records that directly relate to the referring clients that they are serving.  Since it is a contractual relationship between DHHS and the contract entities, it is DHHS that needs to give approval to the media that the records can be stored on.

If anyone has any questions related to the above, please feel free to contact myself any of our records management analysts through the link below: