Articles Of Interest

Document Retention in South Africa

DMS are, on a regular basis, asked questions pertaining to the legality of scanned documents and advice as to whether the document once scanned may be destroyed.

The website links referred to below as “Articles of Interest” all refer to the retention of documents and some include references to the destruction of documents once scanned.

DMS’s advice to all clients is to obtain a Legal Opinion specifically referring to all Regulations applicable to the industry in which the client operates.

 Source documents should not be destroyed under any circumstances once scanned if the electronic version of this document is not stored in a secure Electronic Document Management System which must include the following basic features:

  • Secure access control
  • Full audit trails of
  • when and who added the document,
  • when and who viewed the document,
  • when and who checked out and checked in the document
  • when and who deleted the document
  • when and who amended the document
  • when and who emailed the document and to whom
  • Full version control

 Articles of Interest

 GUIDE ON THE RETENTION OF RECORDS

 RETENTION OF DOCUMENTS

 LEGAL CONSIDERATIONS FOR DOCUMENT IMAGING

 GENERAL RECORDS SCHEDULE 20Electronic Records