Scanning Documents

[Guest]

We are just about to move into our new room at the local school. Wonderful yes, storage, no.

I am wondering if it is legal to scan all the old documents that you need to keep and have them on a disc instead of actually keeping then physical bits of paper. Anyone done that?

[finleysmaid]

to my knowledge this is fine ...i would just make two copies and store seperately in case of problems. there is a new electronic system that scans and files on a data machine ...saw it in a magazine the other day !(no idea of the cost though!!)

[Beau]

I guess it would depend upon what the documents are. The only problem I can see is that electronic images can be easily manipulated whereas it is more difficult to tamper with a paper version. I would be inclined to keep anything relating to employment (particularly where there have been issues) and accident & incident reports. What else do you have?

[Cait]

I believe that the original of Insurance documents must be kept

[suebear]

I'd ask OFSTED in writing and then keep a hard copy of their reply and you're covered x

[lynned55]

Gosh I wouldn't like to start scanning in all the documents we have to keep. Even if I only did the last 10 years, combined with the current day to day ones, I honestly think it would take..... well I cant imagine how long it would take to scan it all in weeks and weeks!!