I agree with Marc, but would add two things in case they're useful:
1. Asking "has the integrity of the evidence *ever* been questioned in court proceedings on this matter?" Focuses managers' minds on the real risks. Mostly they can't even imagine situations where it could be an issue.
2. Keeping copies after scanning suggests you don't trust your scanning process. So no decision should ever be taken on the basis of the scanned copy. So it's valueless. That reductio ad absurdam usually makes people see how clinging to the paper is not only
silly but dangerous.
Ben
--------------
Ben Plouviez
Head of KIRM
The Scottish Government
--------------
Sent from my BlackBerry
I suspect you are right to be concerned, and that all or most of these documents can and should be destroyed. I commend the idea of evaluating risk and keeping only high risk documents on paper. I suspect the risks for the documents you describe are low
and that you are unlikely to face legal action from the other parties, and even less likely to face a challenge on the integrity of the scanned copies. But in the end only your management and/or legal advisors can evaluate the specific risk level.
Marc Fresko.
Sent from my handheld, please excuse brevity and typos.
----- Reply message -----
From: "Simon Macauley" <[log in to unmask]>
To: <[log in to unmask]>
Subject: hardcopy: to destroy after scanning or not?
Date: Wed, Oct 31, 2012 11:07 am
Colleagues,
I know this has been disucssed in the past but I wanted an up-to-date opinion on this topic if possible please.
Currently reviewing our scanning procedures at the same time as our archiving requirements/costs I have found that we are archiving all documents we classify as 'high risk' In our business this is currently letters generally offering funding (for universities/colleges)
and the signed acceptance letters received. We also archive contracts (after scanning and validation of integrity and quality of scan) business case proposals and signed staff contracts.
We have Livelink EDRMS and this backed up by tape offsite and will soon be on a mirror server as well.
The question is can I convincingly justify non or most of these documents after scanning and validation can be destoyed. or basically, "to stop worrying and learn to love the scan"
Any advice welcome (before I eventually go to our very expensive lawyers!)
Many thanks, Simon.
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