One concern which sometimes holds businesses back from investing in a document management system is whether scanned documents have any legal validity
. This article answers some of the main FAQs in this area.
Are scanned documents admissible in court?
It is now well established that companies are increasingly using electronic document filing systems. Scanned documents are accepted as long as it can be proven that companies have done all they can to ensure the integrity of scanned documents.
What is BSI DISC PD0008?
BSI DISC PD0008 is the current British Standard relating to the legal admissibility of scanned documents. It outlines the benchmark of business best practice in this area. If companies follow this best practice, their scanned and other electronic documents should be legally admissible.
Scanned documents and Customs and Excise
HM Customs and Excise refers to keeping records' and doesn't make a distinction between paper or electronic documents.
It's important to note though that HM Customs and Excise does make specifications about the format of your records so do take note of the guidelines on this.
Scanned documents and the Inland Revenue
Similarly to HM Customs and Excise, the Inland Revenue is quite flexible about the submission of electronic documents and again follows the guide that the law doesn't make a distinction between paper and electronic records.
You should still check with a qualified tax adviser exactly what should be kept and for how long.
Audit and policy
Businesses are advised to regularly audit their documents to enable them to identify the best system for their needs. This audit process should not be a one-off but an ongoing process to ensure that the system is still relevant and meets the legal demands of the documents.
Policy documents should cover issues such as:
File storage
Indexing
Digital signature
Destruction
Security
Staff access
Overview
Many businesses are increasingly considering using document scanning and document management solutions to help them manage their business documentation. Document management systems are now commonplace, so much so that organisations such as the Inland Revenue and HM Customs and Excise are (slowly!) starting to address their standards in relation to electronic documentation in the information they publish.
For the most detailed information on the legal validity of electronic documents, businesses are advised to refer to British Standard BSI DISC PD ooo8 as it outlines what businesses should do to make sure electronic documents are legally admissible.
Implementing a document management system is much simpler than many businesses appreciate. By working together with a specialist document scanning services company, organisations can save thousands of pounds as they remove the piles of paper from their business processes.