It should not be possible to move documents or change index data without an entry in the audit trail. It will ibp be necessary to keep the original documents unless those original documents have been copied in a way that provides an exact replica. This website uses cookies to improve your experience while you navigate through the website. Out of these cookies, the cookies that are categorized as necessary are stored on your browser as they are as essential for the working of basic functionalities of the website.
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Privacy Overview This website uses cookies to improve your experience while you navigate through the website. If this is not possible, then you must make paper copies. You can also keep your records on microfilm or microfiche, provided that copies can be easily produced and that there are adequate facilities for allowing VAT officers to view them when required. You do not have to apply in advance to keep your records in this way, but HMRC may require you to keep them in a different format if records are not easily accessible.
This set of 5 International Codes of Practice cover the whole scope of the e-business revolution. They provide essential guidance on how e-commerce systems should be managed to provide the required security and integrity of business information:. This enables organisations to demonstrate the authenticity of their electronic documents and e-commerce transactions, so they can be used as legally admissible evidence. PD mentioned previously can help firms put management systems in place to show appropriate proof of:.
Pearl Scan Solutions Limited suggests that organisations wishing to pursue an electronic document management system consult a legal expert before the destruction of any paper documents. This information is correct at the time of writing and is created for reference only. Pearl Scan will not be held responsible for any accuracy of information, legal action against companies who have relied on this information or any information lost in the process.
The information on this page relates only to laws currently in force within the United Kingdom regarding the legal admissibility of scanned documents.
We have produced the above guide to help you get started with your scanning and digital transformation project and how we can help you to achieve your objectives, ensuring legal admissibility and authenticity of the digitally scanned files. If you need any further information or would like to discuss how Pearl Scan can help you to transform your paper files into digital format, please either fill in the Form or call us on In conjunction with the EN BS ISO , , and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client.
We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc.
Founded in , with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations. We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems. The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs.
We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times. Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc.
Back to Blogs. Guidelines for the legal admissibility and authenticity of the scanned documents April 4th, Share this:. The Guidelines for the Legal Admissibility and Authenticity of the Scanned Documents as well as Other Information held in Electronic Formats Overview We are often asked whether digitising paper documents and the subsequent disposal of original paperwork provides sufficient compliance with current legislation, should the documents be needed by official bodies or as part of legal proceedings.
What stipulate the legal admissibility of scanned documents? The Civil Evidence Act With The Civil Evidence Act of , the onus is to move the question of admissibility to actual evidential weight held by the scanned document itself.
Sections 8 and 9 demonstrate the legal guidelines for digital documents as evidence: Section 8: Where a statement contained in a document is admissible as evidence in civil proceedings, it may be proved: by the production of the original whether or not that document is still in existence, by the production of a copy of that document or of the material part of it, authenticated in such a manner as the court may approve.
It is immaterial for this purpose how many removes there are between a copy and its original. Section 9: A document that is shown to form part of the records of a business or public authority may be received in evidence in civil proceedings without any further proof.
A document should be taken to form part of the records of a business or public authority if there is produced certificate to that effect signed either by an officer of the business or authority to which the records belong. The Code of Practices BSI BIP — is a code of practice that provides guidance to ensure that electronic documents and scanned images will be accepted as evidence by the courts.
Originally introduced in the guideline has been updated several times in order to keep the standard relevant to take into account technological developments: BIP Best practice guidelines for the management of electronic documents and systems to maximise their value in a court of law. BIP Covers electronic creation and storsge of documents. BIP Covers documents communicated electronically including e-mail.
BIP Covers the linking of identity to an electronic document. Originally introduced in the guideline has been updated several times in order to keep the standard relevant to take into account technology developments. An overview of the current volumes are here:. BIP first looks at information management planning and covers various topics within this chapter, including risk assessment, information security policies as well as documentation and records.
It also explains best practice methods of data capture and handling, version control and different storage systems that can be used. BIP concludes with audit requirements, planning and procedures, as well as preventive and corrective actions and continual improvement.
BIP is primarily concerned with the authenticity, integrity and availability of information transferred electronically.
Many existing communications systems are insecure, with the possibility of files being intercepted and amended during the communication process, without the knowledge of the sender or the recipient. This code seeks to define operational procedures which comply with good practice in the field of electronic document communications.
BIP looks at the authenticity, integrity and availability of electronic identities attached to specific documents. The code details operational procedures and technology requirements of providing an identity to a document to attest origin, authority or copyright ownership, including the procedures for the use of certificates which identify individuals or organisations, and using trusted third parties.
A person is required to keep some original documents. For other documents, a person may fulfill their duty to keep records by preserving the information contained in them. It will still be necessary to keep the original documents unless those original documents have been copied in a way that provides an exact replica.
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