Oct
31
2010

British Standard BS 10008 explains how to store data for use as evidence

In 2008 a new British Standard was published that aims to maximise the evidential weight of electronic information held by companies. BS 10008 sets out requirements for data management in companies to ensure the integrity of information. I spoke with Rob Arendt from CapGen on the DMS Expo last week how this standard belongs the capturing process of aper-based documents into images. Here we go with his information.

First of all, the details of the standard´s aim. BS 10008 can benefit your business by:

  • Maximising the benefits of electronic document storage systems
  • Protecting customer from the perceived legal risks of electronic document storage
  • Minimizing the risks involved with the long-term storage of information in an electronic form.
  • Addressing the issues related to electronic identity verification, including the use of electronic signatures and electronic copyright systems, as well as the linking of electronic identity to particular electronic documents.

The main body of the standard provides guidelines and directions on various aspects of electronic information management including:

  • Information management and security policies (covering the electronic storage and transfer of information), roles / responsibilities, reporting and documentation among other things
  • System implementation and operations (covering information capture, transfer, storage, index and output, as well as features like identity, security, disaster recovery, outsourcing, version control and exercising)
  • System monitoring and review (including auditing and management reviews)
  • System maintenance, monitoring and improvement

Then he outlined how Capgen’s CapsureDC system facilitates compliance with BS 10008:

    • The essence of the CapsureDC product is that it is process driven, so this enables a user organisation to discretely separate the steps involved in scanning a paper document
    • CapsureDC supports an audit and tracking process of all the activities a user carries out when logged onto the system
    • The activities are recorded so that the audit trail can verify what has happened to any specific document right down to the image level, this would encourage a Judge in a court of law to believe the electronic image is a true facsimile of the original paper document
    • The system is geared to enable full verification that the entire document is scanned and nothing is lost along the process
    • Restriction can be placed on what scanning options are allowed for “cleaning up” the document, i.e. allowing deskew and blob removal, but NOT allowing despeckle etc.
    • An overall monitoring and reporting facility, allows a user organisation to keep an eye on all the documents being processed
    • The system security ensures that there are no unauthorised users allowed in to CapsureDC, therefore reducing the risk of unauthorised access and editing of the captured paper documents
    • The images are encrypted to stop any unauthorised tampering with the scanned digital images
    • Where the export facility is implemented, the images are checksum verified and therefore can be proven as authentic if any changes have been made post export

      Handling over the captured documents to an Enterprise Content Management System like SAPERION to preserve them for longer time for each of the transferred documents the audit trail can be stored as well. So the evidentiary value of such a stored document keeps high. Well done.

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      Written by Dr. Martin Bartonitz in: english,products | Tags: , , , ,

      5 Comments »

      • The compliance for all these conditions is only one royal way given: To store digital archives on glass discs, where the informations are etched directly into the glass surface. Called SDG-Masterglass. There is no danger of data loss, unwanted or tampered changes. But the most important is the unlimited longevity, without any following costs.

        Comment | 1 November 2010
      • Dr. Martin Bartonitz

        Interesting new technique for archiving information for ever (long time). Seems that jukeboxes may come back …
        In case of information which should be stored over only some years this technology will not fit. The reason is that the data can not be deleted wihtout destroying the discs.
        But nevertheless all organisations preserving data for ever will get a low cost solution because the medium itself has not to be copied all the the time.

        Comment | 1 November 2010
      • According to our newest price-calculations the SDG-Masterglass storage system is already from begin on the better choice. If you take a look onto the different kind of costs, which are not to pay anymore, you’ll be convinced.

        Routine check of data integrity, rewinding and exchange is a thing of the past. Also on the costs of infrastructure required to get twice as unit stock, premises and staff can be eliminated completely.

        Costly fire protection actions are no longer with SDG-Master Glass systems necessary. The glass discs and the jukebox robotic systems, (they come in custom-made) are not flammable.

        Expensive air conditioning, cooling is unnecessary, our systems work in an unheated and uncooled spaces. Energy costs can be reduced radically. (More radical than zero, is not possible at all)

        There is no Lampertz-Cell building neccessary anymore. These are unbeatable facts, they make the whole investment budget totally different, much more cost-effective.

        Cheers, Johann

        Comment | 30 November 2010
      • Dr. Martin Bartonitz

        Dear Johann,
        How long do you think that there are jukeboxes with drives that can read these disks and with interfaces to connect?
        Cheers, Martin

        Comment | 30 November 2010
      • Dear Martin,

        This is a good question, because we can make some comparisons also.

        Drivers: Optical discs are on the market since 30 years. Todays worldwide production moves around 35 billion discs/year. All that have to be played, the industry produces the suitable drivers for them. This stays for several decades so. The players of the start age are still there and work. No technical problems with driver aging. The driver price moves between 20-40 €, so if somehow comes a failure, we need just to replace it.

        Now comes the most interesting part: The etched glass discs are optical mediums. We can read them with high-resolution scanner, without to need a driver! That is the future for optical archives. On the website you can find photos, how the disc under such scanner looks. :-)

        Now the comparison with magnetic tapes:

        Digital magnetic tapes were never mass products and in the future will also never be. Their data safety is only for a short time, they have to be rewinded, integrity checked, changed-copied. Their driver costs 100X one hundred times more than an optical driver and this should be changed in several years. In that time the archive data is on the X-th generation of tapes.

        Interfaces: They are a question of decision. If somebody wants to see the archives, should take care of it! :-)

        Remark: No Rembrandt will be repainted only because the gallery wants to print a new catalog! :-)

        Comment | 30 November 2010

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