Legislation

Although Scanco is not in a position to provide legal consulting and information, there are a few guidelines that can be followed.

All relevant legislation, from National, Provincial or Municipal, should be researched, and where applicable applied so that your organisation becomes fully compliant. In addition industry guidelines should be implemented. It is up to each responsible official or corporate to ensure that their auditors are happy and can sign off procedures that ensure authenticity of scanned documents.

Important factors:

  1. Processes must have audit trails, ensuring authenticity
  2. Information must be structured and accessible
  3. Information must be able to be reproduced on demand (print, fax, e-mail)
  4. Information must be safe and not accessible without user credentials authenticated by a security system
  5. Electronic information must be securily stored in a tamper proof system

Conformance guidelines:

  1. “SANS 15801, Electronic imaging – Information Stored Electronically – Recommendations for Trustworthiness and Reliability” – download link to document provided by Scanco
  2. NARS – (National Archives and Record Service of South Africa)

Acts and Legislation

  1. What does the Act say, research here – http://www.acts.co.za
    1. Electronic Communications and Transactions Act, Act no 25 of 2002
    2. National Archives and Records Services of South Africa Act, Act no 46 of 1996
    3. Promotion of Access to Information Act. Act no 2 of 2000
    4. Promotion of Administrative Justice Act, Act no3 of 2000
    5. Municipal
      1. Municipal Structure Act, Act no, 117,1998
      2. Municipal Systems Act, Act no 32,2000
      3. Municipal Finance Management Act, Act 56 of 2003
      4. The Constitution of Republic of South Africa

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