By preference you would want a system that held a redaction transparency layer that fitted over the original document. This layer could then be applied to all standard forms. The system then shows the officer the original document, but automatically applies the redaction transparency layer prior to publication on publically accessible displays (e.g. the internet) If however your council failed to buy and configure a legal admissibility compliant EDMS, the usual work around is to have a “public copy” of the original document, with the redaction applied directly to it. The down side of this, is the capability to publish the original rather than the redacted version, also there is a lot of overhead, as if you get sent a new document, you have to repeat the entire process. The layer system is also useful for shuffling revisions to plans back and forward, as you can easily see the historical origins of the document. To repeat advice elsewhere, do not under any circumstances alter the original document, all updates should be either to a copy or a transparency layer. Also legal admissibility requires you to have an information/document management policy, AND show how you audited that policy being enforced/used. i.e. if you show up in court with a disputed document, my first four questions would be; (a) Please can I have a copy of your Information Management policy and procedures document(s) (b) Can you show me your annual audit for compliance, demonstrating that the staff can not accidentally or deliberately alter the documents, since we gave you the original (c) can you show me the maintenance logs for the server(s) on which these are held, to demonstrate that back up and recovery has been done without error since we sent you the original document, and that no malicious software (viruses, etc) could have corrupted the originals (d) please can you show me the records of the staff training in the information management policy, and any subsequent refresher training they have undertaken A good starting point would be to get your hands on a copy of BS10008, and may be hire an EDMS consultant for a day or two, just to make sure you are orientated in the right direction. Unfortunately I have to say from experience of various councils and suppliers, most councils have failed to seriously consider legal admissibility in their EDMS roll outs, and I suspect will fail to do so, until somebody gets their head handed to them in a court, unfortunately you can not go back and miraciusly make the last 5 years of records compliant, at which point the litigation flood gates will open. Hope this hasn't despressed too many people, and that it has some useful pointers.
