Compliant Document Management…
The key principles behind BS: 10008 are:
1) Authenticity.
2) Storage & Access.
3) Demonstrability of Adherence.
Let’s be honest the most important thing about a digital solution is that if you need to rely on the document it must hold the same evidential weight as the paper copy.
This premise is now well established within the UK with some of the largest users of digital document management being HM Revenue & Customs, NHS, Court Services, Police and Local Government. This in itself provides evidence as to the legitimacy of this process but it is not as simple as just scanning and shredding. Companies must follow a robust set of practices to ensure evidential weight.
Content Capture Services have developed an in-house system that covers all these bases and exceeds the requirements set out in BS: 10008. Everything from numbered batches to audit trails is covered. No stone is left unturned.
We build a BS: 10008 plan unique to each project and this is signed off at management level. This allows compliance with the requirements and goes far beyond what the vast majority of our competitors provide with this accreditation.
Compliance with the recommendations of the Code wherever possible shows a court or official body such as Customs & Excise that an organisation follows best practice in their document management. It also minimises the risk of a document presented to a civil court being rejected. The procedures outlined in the Code, whilst thorough, really do hinge around common sense. They also provide a clear framework for companies to use to improve their operational systems or to start mapping their transition to digital filing.
Principles…..
The Code recommends that companies base their electronic filing systems and procedures around a set of core principles. These principles are ‘device independent’ meaning that they remain constant through whichever technology system is employed.
- Recognise and understand all types of information – implement an information management policy.
- Understand the legal issues and execute ‘duty of care’ responsibilities.
- Identify and specify business processes and procedures.
- Identify enabling technologies to support business processes and procedures.
- Monitor and audit business processes and procedures.
The key points here are policy and audit. Through the creation of a comprehensive policy document, the company identifies the ideal system for their needs, the operational processes that staff need to follow, and the benchmarks of filing quality required. The audit side answers the legal demands and ensures that procedures are running smoothly throughout the business. Regular audits will identify potential problems before they become reality.
The policy should cover an enormous range of points, from exactly how files are stored to indexing accuracy, digital signatures, information destruction, backup security, staff access hierarchy and the process to be followed for audit. The audit process is essential to make sure that the business follows the procedures needed to make all information legally admissible. Whilst everyone’s clear on audit trails for financial accounting procedures, the same basic principles should, and could be applied to document management.
The principles of the Code are not impossible to implement. Thorough planning from the beginning should ensure that a company follows best practice. Companies such as Content Capture Services Limited work to the recommendations of the Code every day, advising clients on best practice and appropriate systems.
Our aim is to deliver a legally admissible product. To find out more about document management and the law click here>>>
Content Capture has a reputation for leadership in the area of quality. To get maximum value from an outsourcing relationship, you’ll want to work with a company that is a leader in its field. The prestige factor is not important but leadership usually comes from a long history of success and innovation and quality has been and will remain our priority.