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.