My organization is currently working on their Disaster Recovery Plan for the regulators. We have everything figured out but one. I know you aren't supposed to keep duplicates of personnel files, but what do you do about them concerning disaster recovery? We have backup copies and processes for everything else. Is it permissible to scan everything in a file into a computer, burn onto cd and have it kept off site? Is it possible to stick it into a macrofiche film? Any thoughts or comments would be very helpful to us at this time. Thanks!

There should be no reason that you can't scan your personnnel files for backup reasons.

I agree with Randy. You should back up all paper copies of your personnel files using any format, and then store off site. Backup new documentation periodically i.e. quarterly, etc.

Ok. Thanks for the help. I will pass the information along to the Disaster Recovery team.

Folks:

The CD approach works better. Then your team may use a laptop computer in the field to access the information. Remember to link the employee's photo to the file . . .