HomeMy WebLinkAbout03-03-2009 Quesion on ScanningDanielle Harker
From:
Kate Latorre [klatorre@oriandolaw.net]
Sent:
Tuesday, March 03, 2009 9:51 AM
To:
Joan Brown
Cc:
_City Clerk Department
Subject:
RE: Question on Scanning
Joan,
I recommend scanning both sides of each document, even if the same terms and conditions are printed on each one.
Scanning only one side wouldn't provide access the complete public record and in the event the terms on the back were
relevant to someone's search, they might not realize that the front page is subject to terms and conditions on the back side --
this is especially true with someone not familiar with the City's invoice or purchase order forms.
If the City felt strongly about only scanning the front side in furtherance of saving the City money, you would have to somehow
make it very clear to someone reviewing the front side of the document that there are applicable terms and conditions on the
back side and then point the person to where they could find those terms and conditions. I'm not sure how feasible this may
be from a logistical standpoint.
I hope these few thoughts help. Please let me know if you have any additional questions
Kate
From: Joan Brown [mailto:jbrown@winterspringsfl.org]
Sent: Friday, February 27, 2009 11:04 AM
To: Kate Latorre
Cc: _City Clerk Department
Subject: FW: Question on Scanning
Kate;
Just a friendly reminder on the email below. Please advise at your earliest convenience. Thank you
nJ 1111 Y. @ 111a'
Deputy City Clerk
City of Winter Springs
1126 East State Road 434
Winter Springs, Florida 32708
Telephone: 407-327-5999 or 407-327-1800 ext. 237
Facsimile: 407-327-4753
e-mail: 0 brown a-winterspri ngsfl.org
From: Joan Brown
Sent: Wednesday, February 04, 2009 2:46 PM
To: 'Kate Latorre'
Cc: _City Clerk Department
Subject: Question on Scanning
Kate;
This was forwarded to me from Carol Lallathin in regards to Scanning and we would like to get your thoughts on the following;
In the process of preparing docs for scanning for Finance, as part of the record we have always scanned both sides of a page
when it is 2 sided, with the case of an invoice that has the terms printed on the back of each invoice, should there be an
exception or should it be scanned? In sending the documents out for scanning we would need to revise the rules for them as
well if we decide not to scan the back of each invoice. What are your thoughts on this subject? I know that we need to be
consistent with what we are doing and technically it is part of the record, as Donna and I have discussed in the past.
However, we do pay for each page scanned.
Please advise on how to handle this matter at your earliest convenience. Thank you.
J a,m Y. c&2,a ,n.
Deputy City Clerk
City of Winter Springs
1126 East State Road 434
Winter Springs, Florida 32708
Telephone: 407-327-5999 or 407-327-1800 ext. 237
Facsimile: 407-327-4753
e-mail: ibrownCc�wintersoringsfl.orq
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