If there is no specific regulatory requirement in your sector or industry then you make a risk assessment, based on best practices. This should be so that if the digitised copies are presented in an enquiry or court of law in lieu of the originals, they carry sufficient evidential weight. You should be confident that, now and in the future, you can demonstrate they are true copies of the originals and have not been altered. So the digitisation process must be well controlled, with some form of quality control, and all equipment tested as fit for purpose. There are ISO standards out there, which the bureaux follow. Consider also how to store the digital records in either a format (e.g. PDF/A) or a medium that prevents alteration. You also need to ensure the format is one that will remain available for the lifetime of the records - PDF/A is probably your best bet.
Once you are confident you have digital copies that will carry sufficient evidential weight, then you can destroy your originals.
There is a lot of info out there about testing, validation, standards and processes, especially in the highly regulated pharma and oil & gas industries, but even those regulators don't give you a definitive set of requirements and instructions.
Neil.
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Ollie Stevenson
Sent: 08 February 2019 11:45
To: [log in to unmask]
Subject: [External] Digitisation of Records - What must be kept in original format?
We are starting our digitisation of historical data and I'm struggling to find an easy listing of data which must be kept in original format.
Although we have items which we believe best practice would be to keep in original format, there is very little legislation around this.
I'm particularly interested around social care data such as adoption files etc but would very much appreciate any information or guidance any 'listers' may be willing/able to provide.
Thanks
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