Scanned Documents V Paper Copies

[Aldmi]

Just wondering what other people do or any advice. As the information I am finding online is a bit mixed.

 

Most of the student info is kept in iSAMS. Some things such as uniform agreements, ICT agreements etc are printed, signed by students, and then put in a paper file (never to see the light of day again)

 

I'd proposed using Microsoft Forms for these sorts of agreements, but management insists they want an actual signature

 

As a compromise, I’ve said why don't I just scan the signed documents in and add them to the pupil record in iSAMS and then we can get rid of the paper copy.

 

In terms of data protection is it fine to destroy the paper copy after it’s been scanned in and would the scanned version still be valid?

Edited June 28, 2023 by Aldmi

[mavhc]

https://www.lawcom.gov.uk/electronic-signatures-are-valid-confirms-law-commission

 

Just clicking I agree is as good as signing a printed piece of paper, so yes

 

Tell them to stop wasting money and causing pollution by wasting paper

[enjay]

In terms of data protection is it fine to destroy the paper copy after it’s been scanned in and would the scanned version still be valid?

 

As a uniform agreement isn't a legally binding document, what do you mean "valid"? If you just want proof they've signed it, then a scanned copy is perfectly valid. That's what we've done with the forms people sign when collecting their laptops they've bought.

 

We don't get the students to sign uniform agreements, IT codes of conduct, etc. The admin involved in chasing it is immense, plus what do you do with the child who refuses to sign it? Give them a uniform pass? Not give them email? The parents agree to our standards/expectations/policies when they apply on behalf of the children.