Legal Considerations
Document imaging is increasing in popularity and gaining a large percentage of small and large organizations across the world. Many laws have come into play regarding imaged paper and electronic files. Imaged documents are now being accepted as a legal document, which allows even government agencies to either destroy the original document or send it to an off-site storage. Here are a few points to consider when choosing a document management system:
· Must have documentation of how the software works and how it has been set up, with cross-reference to other record-keeping systems and software
· Must have ability to print, view, or export documents/information
· Must have an intelligent indexing system for tracking records
· Must have ability to preserve and protect information to keep it from being altered by storing it on CD, TAPE, DVD, or WORM
· Must have integrity, reliability, accuracy, and security controls to prevent unauthorized viewers
· Must have audit trail to prevent and detect unauthorized alterations or deletion of records
· Must have reasonable controls to prevent and detect deterioration of records, ultimately, with the ability to completely and accurately transfer records
Note: Each organization should examine there own acceptable risks and practices, possibly consulting an attorney on the specific statues governing their own industry and geographical area, in reference to the legality of imaged documents and files.
See also