Specifications include, but are not limited to: Phase I: Procurement and Planning · Negotiations and Finalization: · Lead final nego�a�ons with vendors, ensuring the best terms for scanning services and equipment. Facilitate discussions on pricing models, licensing agreements, customiza�on needs, and ongoing support commitments. · Implement a systema�c approach to assign specific statuses to all documents within HANO. Statuses may include categories like "Ac�ve," "Archived," "Pending Digi�za�on," or "Scheduled for Destruc�on." Establish clear criteria for categorizing documents based on the organiza�on's reten�on policy. Consider factors such as document importance, relevance to ongoing opera�ons, and compliance with regulatory requirements. Define robust processes for tracking and managing the status of each document. Implement a tracking system that allows for real-�me updates on the loca�on, accessibility, and status changes of documents. · Clearly outline criteria for short-term reten�on (e.g., three years or less) based on organiza�onal needs and compliance requirements. Develop a process for categorizing and managing documents with short-term retention status. · Develop a comprehensive plan for the off-site retention of permanent documents. Ensure secure storage, accessibility, and compliance with archival standards for documents deemed permanently valuable. · Develop a plan for the secure and compliant destruc�on of documents whose reten�on �me has expired. Define processes for iden�fying, verifying, and execu�ng the destruction of documents in a manner that ensures data privacy and compliance with legal and regulatory requirements. Ensure that all aspects of the plan comply with legal and regulatory requirements related to document disposal, retention, and digization. Collaborate with legal and compliance teams to verify and update processes as needed.
