Networked access to document images should be as exclusive as possible to safeguard data security. This is particularly the case where sensitive personal information such as human resources and patient care information is involved. Data integrity refers to the auditability and constitutional integrity of records. Systems should insure that document images are fixed and unalterable. This immutable quality of records provides the legal basis of documentation in organizations.
Legal concerns rate high when considering document imaging.
Central to the legal admissability of imaged documentation is the systematic nature of records retention. Records must be created through the normal conduct of business and must be retained systematically. Exceptional records are not admissable as evidence in federal courts. State laws on the legality of records vary, but generally conform with relevant federal statutes. Disaster planning must also be considered for image systems.