FAQ: Are my scanned documents legally admissible?
Yes, if the correct procedures are followed when creating images from the original documents & data. Read on to find out more.
There are two questions we are often asked when it comes to record retention and legal admissibility:
- Can we destroy the paper files once they have been scanned?
- Are the scanned files legally admissible?
The answer to both is yes, if the correct guidance is followed, and that depends on the type of organisation:
- HMRC Guidance: general business records which need to be retained for 6 years for VAT purposes
- FSA Guidance: IFAs and investment companies record keeping
- Law Society Guidance: Law firms
It is essential to choose a supplier such as Topwood, whose process for conversion complies with BS 10008.
By adhering to BS 10008 standards we ensure that your scanned documents are legally admissible, and we take away much of the hassel that comes with being compliant.
Once we have scanned your documents there are several options:
- we return the hard copies to you
- the hard copies are shredded in our secure, onsite, cross cut shredder
- the hard copies are stored in our secure document storage facility
- the electronic documents are returned to you on a secure memory stick, CD or DVD
- the electronic documents can be stored in TopDrawer; our web-based service which offers secure and instant access to scanned images