The Government’s passing of the Evidence Act 2008 (the Act) in Victoria, which officially commenced on 1 January 2010, will significantly affect businesses’ recordkeeping procedures.

The Act removes limitations on what constitutes an original document, albeit with certain caveats, legitimising the current trend to digitise paper records, destroy the originals, and maintain the digitised copy as the source record. Businesses can now legally retain electronic copies of temporary and permanent records in place of paper originals.

However, it is important that businesses are aware of the risks relating to the blanket destruction of original documents. Where a converted electronic copy of a record is used as evidence, a court may still question the authenticity of the document and refuse its admittance as evidence should it not stand up to scrutiny.

It is crucial that businesses adhere to recordkeeping processes and procedures; even the slightest discrepancy could call the authenticity of documentary evidence into question.

So how do you handle the growing volume of both digitised copies and electronic records to prepare for litigation and meet regulatory requirements?

To ensure your business is prepared and informed, VECCI, in collaboration with the Department of Justice and the Public Record Office of Victoria, is running free briefings, which will help clarify the impact of the Evidence Act 2008 on Victorian businesses.

Andrew Waugh, Senior Technical Adviser for the Public Record Office of Victoria, will present this unmissable briefing on the best practice elements of efficient recordkeeping and document management practices to help every business take advantage of the new laws.

Ruth Edge, Coordinator Information Management, Yarra Ranges Shire, will present on digitisation and back scanning and the business imperatives for doing so.

To find out more, visit www.vecci.org.au or call 03 8662 5333.