Worried about losing important documents or not being able to find them? Have a quick look and discover ways to protect important information, reduce storage space for paper files and cut costs at the same time. If the worry is whether electronic versions of key documents will carry the same authority as paper counterparts, rest assured that ‘the times they are a changin’.
Increasingly, scanned documents are legally admissible in a court of law, providing a tremendous boost to companies overwhelmed by paperwork, but hanging onto it in the event of a dispute or the need to prove a particular course of action was followed. The switch to digital information still has to be regulated, but there is plenty of help to guide newcomers through the current regulations.
For example, there are codes of practice or standards relating to how digital information is handled and these are designed to give ‘evidential weight’ to electronic information; the idea is to make them just as valid and verifiable as their paper equivalents. Electronic information includes information that is nowadays produced as a result of using providers of document scanning services.
Amongst the legal safeguards are the regulations pertaining to, for example, the use of electronic signatures. Demonstrating authenticity is a requirement, as are security and quality proofs. Compliance is applicable to all companies, no matter what size and to all electronic documents throughout their lives. Document scanning providers are fully au fait with regulations and operate best practice procedures to help their clients ensure that all legislation is fully complied with.
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