Signed Document is an Archive with No Paper

Posted on June 23, 2008 
Filed Under Best Practices, Records, Technology, Document Management

Local government agencies in Ohio have the ability to create electonic content, sign it electronically, save the image and burn the image to microfilm all without ever creating paper.

Here is an example:

A clerk types a resolution in MSWord. The clerk saves the resolution to the county document management system as pending legislation. The county commissioners check their email and see their is new pending legislation. The click on the email to take them to document within the document management system. The commissioners review the legislation. signature pad

During their next meeting the commissioners bring up the electronic pending legislation from the document management system and sign the documents using a signature pad. The newly signed image is burned as a new image with signature permanently affixed. The document is routed to signed legislation in the document management system. At the end of the year, the county records manager selects all the previous year’s signed legislation to migrate to microfilm as archive. The images are converted using an image archiving appliance such as Kodak Archive Writer.

Save a tree…buy a signature pad.

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