Tracy
Some observations :
Re the Insurance evidence its best to discuss with your Insurer regards
relevant evidence for claims.
If you act as an Insurance Intermediary and not just the insured you may be
subject to financial services regulation via the General Insurance Standards
Council (GISC) soon to be under the control of the Financial Services
Authority.
Your own auditors will also be a driver re what to retain and for what
periods. .
Money laundering regulations could come into play dependent on the context
of the payment aspects.
There are various expert papers on issues linked to coverting paper to
electronic medium.
To maintain audit integrity some require paper copies to be destroyed after
conversion (e.g. so another electronic copy cannot be created slighty
amended)
Bear in mind that some electronic archiving medium have been argued as
having a shorter storage life than paper. However retention perioids in
relation to needing to retrieve for evidence are relatively short time
scales when compared issues related to long-term archiving processes for
historical purposes.
I believe an earlier post provided a link to some governmental retention
standards.
There are quite a few issues to work through. Designing pragamatic retention
policies for information can take substantial research and requires a good
understanding of all the reasons data items are processed. But of course
all data controllers do this anyway for all personal data created or
captured to satisfy fair processing rquirements ;-)
Hope this assists
David Wyatt
----- Original Message -----
From: "Phillips, Tracy" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Wednesday, January 28, 2004 12:51 PM
Subject: [data-protection] Evidence admissible in Court
Dear all,
We are looking at the possibility of storing documents electronically where
possible and are unclear whether there have been any recent changes in legal
procedures which allow us to dispose of the original paper copies of
documents such as invoices, orders and associated documents, including
internal notifications between technical staff and operatives.
We are also involved in numbers of Insurance claims related to damage to
street furniture and the like and shall be grateful if you can advise
whether there are any special considerations in this area.
Clearly we do not want to be in a position where, in the event of a dispute
about a payment or related to a contract, the council's interests would be
prejudiced by the non-availability of the original paperwork, but we are
keen to maximise the use of technology and get rid of as much paper as
possible.
Is the original documentation still a legal requirement in a court of law?
I would be grateful for any views.
Tracy Phillips
E-mail: [log in to unmask]
Website: www.islington.gov.uk <http://www.islington.gov.uk/>
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