Most organizations follow a records retention process that concentrates on paper. What if I told you that you can get rid of the paper, put the documents online, reduce costs and improve efficiency? And best of all, you will be compliant with all Federal, State and industry guidelines? Are you interested?
Your first question should be, “Are digital copies of the documents admissible in court?”
We know that two rules govern the admissibility of digitized documents in a legal action. I am not going to belabor you with the gory details of Title 28 U.S. Code § 1732 – “Record made in regular course of business; photographic copies” or “The Uniform Rules of Evidence”. When taken together, they indicate that If any organization has made a photographic or digital recording of any document and the copy is durable (cannot be altered), the original may be destroyed in the regular course of business unless its preservation is specifically required by law. In short, as long as the digital copy accurately reflects the oriental, the original can be tossed and the digitized document is admissible in court. Further, the Uniform Rules of Evidence and has been adopted by the United States federal courts along with most state courts. This allows duplicate records to be admissible “to the same extent as the original.” The rule stipulates that the copy “accurately reproduces the original.” Since a digital image is just a picture it would qualify.
In short, once you scan the documents, you can shred the originals but you must keep the digital copies in compliance with federal and state regulations as well as industry organizations such as the American Institute of Certified Public Accountants.
You can even automate the records purging process. If you know the type of document and the required retention period for that type of document, you simply load the digital document into a database. We attributize its database record with the type of document, date of document, and presto you have automated purging. At any given point in time you can run a report that says “These documents are due to be purged.” Our process can reduce your retention costs, improve efficiency and shield you from potentially costly litigation and court fees by keeping your records retention on schedule.
If you have any questions or would like to learn more about ScanBox and what we can do for you, please feel free to get in touch; call me at 412.667.0253 or email me at firstname.lastname@example.org
President & CEO
ScanBox Document Management Services
Audits are more than financials. Are your records retention policies and procedures compliant with ISO 15489-1:2016, or DFARS 252.204-7012?ARE YOU READY FOR YOUR AUDIT?