There are two key cornerstones here: the 1995 Civil Evidence Act and BS 10008:2008 (Evidential Weight & Legal Admissibility of Electronic Information code of practice), the latter incorporating the previous bedrock BIP008. Most other bodies (e.g. HMRC) stand on the shoulders of these, notably referencing the British Standard which itself relies on the legislation. There’s more on these in our Legal Admissibility whitepaper.
To ensure full compliance with the BSI standard you’ll need both a certified document management system and complimentary working practices. Invu Document Management conforms to the fundamental principles as follows:
1. Non repudiation – any copy (e.g. a scanned image) must be a true and unalterable image of the original document. (Documents stored in Invu Document Management cannot be altered and cannot be overwritten – updated copies of documents already filed are saved as new un-editable versions)
2. Audit trails – all actions performed in Invu Document Management are subject to a comprehensive audit trail.
In addition to these principles you’ll also need to ensure that you have:
1. Recognition and understanding of all types of information in the organisation i.e. an information management policy
2. Business procedures and processes – e.g. storage and access of documents, scanning procedure, archiving policies, system administration
3. Enabling technologies – in this case Invu Document Management, but you can supplement this with other systems too
With sensible processes which are adhered to and Invu Document Management you will be able to start freeing up space, time and making efficiencies safe in the knowledge that you’re covered.