How to Meet Government Standards for Digital Document Storage

While there are many benefits to using a digital document storage system for your business’ documents, it’s important to understand what guidelines should be adhered to.

The accuracy and integrity of all of your business’ records, including those stored in the cloud and other online repositories, is critical to the success of your business. In addition, it’s a legal requirement should your records ever be included in litigation or submitted to a government agency.

Read on to learn about the specific governmental requirements that need to be followed when storing documents digitally.

Guidelines for Legally Admissible Digital Records

When it comes to meeting government requirements for digital document storage, you’ll need to factor in a few different areas of document management. Below, we’ve outlined five guidelines to help you ensure that any records maintained in a digital document storage system will be admissible in court or accepted by a government agency.

Record Retention

Digital document storage solutions can provide many benefits, including simplifying retention management. However, be sure to retain your electronic records for the same time frame that your paper records are retained. At the very least, they should be kept for as long as they’re needed for on-going business transactions or tax purposes.

Data Security and Integrity

Ensuring the security and integrity of your business documents is crucial. When storing documents digitally, you must be able to demonstrate your digital records system is secure and the chain of custody is maintained. This means that the data in your digital records cannot be altered, and that it’s safe from unauthorized access.

System Documentation

When developing a document management system, there are many components. That’s why it’s important to document each aspect of your system — it helps others understand the way it was configured. It’s also helpful when maintaining compliance with governmental requirements.

With comprehensive documentation, it’s easier to illustrate the physical and logical structure and programs of your digital storage system, along with all inputs and outputs. This does require identifying and indexing all of your text documents, as well as narrative text for other types of data files. But putting in the effort while developing your document management system makes future compliance much easier.

Accessibility

Accessibility is one of the biggest drivers for businesses that adopt digital storage. Physical documents often create blockers and silos across teams, decreasing productivity. To solve for that, accessibility is one of the key features of cloud storage and other online solutions. Going digital with documents streamlines accessibility by providing teams access from anywhere with an internet connection.

When it comes to governmental requirements, they’re focused on just how accessible your records are. Can employees access digital documents easily? Can authorized users bring up the necessary information by typing in a file number, keyword, or other identifying data into a search window?

Governmental requirements push organizations to optimize accessibility as much as possible. If your records aren’t as accessible as they could be, what measures can you take to make them more accessible? It’s important to monitor this by soliciting user feedback and updating your digital document storage system accordingly.

Record Destruction

Almost every document that exists has some sort of retention period associated with it. Some retention guidelines are just that — guidelines. However, others are strict requirements that businesses must meet.

When it comes to business documents, it’s key to implement a retention and destruction policy. This can help your business remain compliant when digitally stored documents reach their retention requirements. When any documents are destroyed, your business’ documented policies and procedures will be followed, along with governmental requirements.

Routinely destroying records, whether digital or physical, should only take place under those documented procedures. Doing so helps answer any questions that might come up in future litigation.

State and Industry Requirements for Digital Storage

It’s important to note that the above guidelines for digital storage systems are not all inclusive. Each state has their own guidelines and laws regarding the storage of documents, including those kept within a digital document storage system. You should take some time to research your state’s laws to ensure you’re compliant with those as well.

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