Xerox 6180N Generic MICR Fundamentals Guide - Page 131
Follow these guidelines for storing and disposing of checks
UPC - 095205425307
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Security Securing paper stocks The ability of the Xerox MICR printing system to print a form, signature, logo, and MICR line on a check at the same time as the variable data eliminates the security problems resulting from keeping a supply of preprinted checks in storage. However, because security paper is one of several resources used to print the checks, securing the paper stock is a wise extra precaution. Paper should be kept in locked storage, in sealed boxes, with each ream separately wrapped and sealed. Employees should not be permitted to take security paper from the building unless they are cleared by a security officer. The amount of paper brought out of storage for printing can be used as an audit cross check against the number of sheets that are printed. After the checks are printed, the stacked documents should be carefully secured, because loose sheets are susceptible to pilfering. Numbered stock helps control check stock, but it increases job complexity. Storage and disposal Equipment It is important that you regularly inventory and monitor the equipment used to manufacture and process checks. If you are selling equipment, you should sell or place it with reputable firms (for banking purposes). If you are discarding equipment, first make sure that the castings are broken up and that it cannot be used. Always keep the serial numbers and disposal records for at least ten years. Checks and materials Follow these guidelines for storing and disposing of checks and printing materials: • Keep printing supplies, such as paper and ink, in secure storage areas. • Inventory unprinted reams and rolls of paper and preprinted standard stock check bodies on a regular basis. • Shred or incinerate all spoiled documents. • Shred all unprinted security paper waste before recycling. • Store the plates used to print documents in secure areas, and make them useless before scrapping them. • Do not permit employees to take anything in or out of secured areas without authorization. Generic MICR Fundamentals Guide 8-3