DID YOU KNOW THAT A DIGITAL COPY 
OF A PHYSICAL RECORD CAN BE USED AS A REPLACEMENT FOR A PHYSICAL RECORD

Digital copies of physical records can now be used as a replacement for a physical record. To achieve this you need to ensure the systems used to manage your digital records are capable of preserving and demonstrating the following characteristics:

Authenticity

An authentic record is one that can be proven:

  • To be what it purports to be
  • To have been created or sent by the person purported to have created or sent it, and
  • To have been created or sent at the time purported.

Reliability

A reliable record is one whose contents can be trusted as a full and accurate representation of the facts to which they attest and can be depended upon in the course of subsequent transactions or activities.

Integrity

The integrity of a record refers to it being complete and unaltered.

Usability

A usable record is one that can be located, retrieved, presented and interpreted.

There are various Framework standards to assist in transforming these characteristics into an operational environment. These include:

  • Jurisdictional and Industry standards,
  • Management systems for Records Standards ISO,
  • Professional standards ISO,
  • Technical Reports.

Standard based record-keeping can provide a key to ‘where should we start’. The standards outline what the requirements are and provide guidelines on how these requirements should be implemented to ensure proper digital information governance.

Benefits of digital information governance

Digital information governance ensures integrity and reliability of your information. It improves usability and accessibility while ensuring appropriate controls are in place. It can enhance the quality and improve the authenticity of information, assuring that compliance obligations are met and risks are reduced to provide better organisational outcomes.

Potential consequences of poor digital information governance

There can be significant consequences of poor digital information governance. This can result in the information becoming unreliable, out of date or unavailable, being misused, difficult to find or interpret, or having uncertain status or authority. Poor digital information governance can be a cause of major inefficiency and can introduce major risks to the organisation, their customers and suppliers. It may result in an organisation being unable to explain or defend its actions or decisions. Poor information governance not only poses legal or reputational risks, but also risks to personal welfare of employees and organisational security.

The key is to ensure that investment is made in governance and that it is appropriate to the business risks and value of the assets. The cost and consequences of poor information governance may not be immediate, but left unchecked, will always need to be faced eventually.

To find out more about how Recall’s Digital Services can support your organisation’s development of a governance roadmap or to learn more about Case Studies on how our customers have implemented our Digital solutions to generate positive outcomes to their business, contact us today.

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