Procedure

TRAINING

The IT department will conduct and or coordinate training for systems use and electronic records management, using material published by the Department of Natural and Cultural Resources when appropriate. All employees who use the systems will be made aware of system procedures and policies and trained on them; employees will acknowledge by initialization or signature that they are aware of the policies and have received training on them. When appropriate, employees will also attend trainings offered by the Department of Natural and Cultural Resources on the maintenance of electronic records. Documentation will be maintained for attendance of individuals at training sessions and refresher training programs, and other relevant information.

Only designated staff that have been formally trained and have signed off on training documentation on the use of the imaging software and equipment will be allowed to scan records. Components of the training will include basic techniques for image capture, indexing, quality control, security configuration, auditing, use of equipment, and general system maintenance. If a user improperly indexes or scans a document, a supervisor will address this occurrence with the user, and remedial training will be required.

Adopted:   June 2019

Legal Reference:   N.C.G.S. §§ 121-5; 132-1 et seq; Records Retention & Disposition Schedule