BIP0008

The digital storage of documents and information can produce great benefits to an organisation but without the correct control and audit logs in place this information can in some cases, be useless if it needs to be relied upon in court.

For example, if a VAT discrepancy were to arise, could you be sure that HM Customs & Excise would accept scanned documentation as evidence?

The Civil Evidence Act 1995 is perhaps the most relevant point of law on this matter and it attaches greater weight of evidence to electronic copies of documents so long as their integrity can be proved.

BS BIP0008 is the most relevant best industry practice relating to electronic document integrity and one of the key factors in implementing it successfully within an organisation is being able to show 'who did what and when' to a document. FileStore's BS BIP0008 compliance module, in conjunction with the correct company policies, can deliver this quickly, easily and at low cost.

Some examples of applications which would benefit include:

• Financial records
• Personnel records
• Medical records
• Contract documents
• Public records

All of these documents may at some time be subject to legal discovery and court action so it makes sense to provide protection and minimise company and shareholder risk.

DCS also offer consultancy services to help companies develop their own procedures with a view to compliance with BS BIP0008 and we can also carry out external independent audits, once the procedures are in place, to certify compliance.

DCS also produce a matching records management module which aids compliance with ISO15489. This is generally implemented in conjunction with the BS BIP0008 module. Information on this is covered in a separate brochure.

Benefits

• Lower business risk
• Better business compliance with 'best practice' processes
• Fast and easy compliance with BS BIP0008
• Full audit log of all document creation, editing and access
• Easier compliance with industry legislation
• Peace of mind!

Contact DCS on 01753 616720 for further information.