Documentation storage
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We have about 3200 POC operators and want to start keeping records electronically. We would like to start storing our training checklists and competency paperwork on our POC Middleware, Telcor QML. Those of you that store these types of documents electronically on your Middleware system: do you keep the original paper document as well? If so, how long do you keep them?
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I think it is a great way to do it. I brought up the idea, but our directors would like to wait until we switch to Telcor (currently using RALS). I know that some of RALS users are currently using RALS' "recertification" feature, which keeps competency assessment documentation in RALS electronically. I really can't wait!
If you need to keep paper document, CAP's guideline is 2 years minimum.
With Telcor, your document is not actually saved in Telcor, it is a link that takes you to the place where you have saved your document. This is great as long as no one moves the document to a new location, otherwise you have to go in and update each record with the new location.
I scan any competency forms after they are completed and save them to a shared file. I still have a habit of keeping the paper ones "just in case". I have also used or LMS system for documentation.