Scan it, shred it, sorted! I don't think so.

There are times I have really scary conversations with clients and I had one such conversation this morning.

The client had decided to do some scanning and had rented a machine for the task. Well that's when the alarm bells started ringing.

They have 2000 boxes, 1 person and 6 months to open every box, extract the files, collate the paperwork, remove staples etc, size the paper, load it, check if it's duplex or not and press start.
Then they have to check all the scans are ok, put the paper back in the right file, return it to the box and make sure the reading software has captured everything.

Repeat until sick of the sight of paper.

They told me that they have sons & daughters of staff to come in and help with the project and that no one person will be overseeing the project and checking that everyone is working to the same system. Then came the really scary bit and I quote.....

"once we've scanned everything, wer're going to shred the lot"

Your going to do WHAT?!?!?!?!

After composing myself, I politely asked if they had ever come across retention schedules and regulatory compliance for the retention of documents. The short answer was no.

I suggested that before they go any further down this route, that they let me put a proposal together for archiving and scanning and also drop them the link for retention schedules.
Happily they both agreed that this would be a splendid idea.

Phew!

There are very specific rules and regulations for the retention and care of documents and trust me, you do not want to fall foul on this. If in doubt, keep it, don't shred it!
http://www.thesafebox.co.uk/,
Your information is our business.