Quality

Microcopy Systems Ltd - Quality Statement

It is the policy of The Microcopy Group to service and refurbish micrographic products, provide archive storage, produce microfilm and electronic document conversion to the highest possible standards, which are fit for their intended purpose and comply with the customer's specifications and all regulatory and statutory requirements.

The Microcopy Group has an established reputation as a service company whose ability reflects the technical and commercial needs of the market place. Ultimately the Company’s success will depend on our continuing ability to apply our quality policy to producing microfilm, electronic images and maintaining micrographic equipment.

The benefits of a soundly based Quality System will also be recognised by our customers, 
where there is a growing awareness of the merits of trading with companies operating 
quality schemes.

The procedures defined in this policy form the basis of a planned and documented quality system to match the requirements of ISO9000:2000, which promotes the principles of Microcopy’s quality improvement process.

The employment of suitably trained and qualified staff ensures that the quality objectives of 
the company are maintained and enhanced.

The Company sets Quality Objectives for the business which be monitored and reviewed 
through the Management Review Process, which will also review the continuing effectiveness and ability of the system.

The directors of the company are committed to this policy, which will be communicated to all staff.
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ISO9000

ISO 9000 sets out how we document and maintain an effective quality management system which demonstrates our commitment to quality in the way we handle and control the documents and archiving processes we provide, and that we are able to supply your needs right first time.

The philosophy is "prevention not detection". It is an internationally accepted (by the 55 major countries) Standard. Adopting ISO 9000 to our business means we are constantly finding better ways to reduce errors whenever we identify them. The benefits of doing things properly first time, every time, are enormous - greater efficiencies, lower costs, improved quality.

Our quality system simply means that we are constantly aiming to meet the expectations of our customers. In other words we are constantly striving to give our customers what they expect - when they expect it

BIP 0008

Code of practice for legal admissibility and evidential weight of information stored electronically.

One of the key issues affecting a company’s decision to scan and digitally archive documents is whether the images can be used as evidence later. It is also a factor as to whether original documents can be destroyed or need to be kept in deep storage.
“If a document is admissible in evidence, then an electronic image of that document may be treated as secondary evidence in the same manner as a photocopy or a microfiche image. It will be subject to the provisions regarding authentication contained in the Civil Evidence Act (1995) in England and Wales and the Civil Evidence Act (Scotland) 1988 in Scotland.”

This is the statement made by Companies House and relates to the way in which their information may be used as evidence. But what does it mean and what are the implications for the use of other scanned or microfilmed information in Court or in any other form of judgement.
  
The British Standards Institution has issued a revised Code of Practice for Legal Admissibility of Information Stored on Electronic Document Management Systems, BIP 0008:2004 (previously PD 0008). This code of practice provides guidance to ensure, as far as possible, that electronic documents and scanned images will be accepted as evidence by the courts. The key to this guidance is that the process under which documents are managed is as important as the technology used – where a document is reproduced (e.g. printed), it should accurately reproduce the contents of the "original".

The key principles behind BIP 0008 are:
Authenticity – Processes to be followed at system planning, implementation and the procedures by which the systems should be operated. 
Storage and access procedures – Procedures including scanning, indexing, retrieval, system administration, archiving, off-site storage and training, to be followed. 
Demonstrability of adherence – A structured audit process resulting in a Certificate of Conformity that displays demonstrability of adherence. 
The Civil Evidence Act (1995) introduces a flexible system whereby all documents and copy documents, including computer records, can be admitted as evidence in civil proceedings. The court judge will still have to be persuaded to treat that evidence as reliable, and so organisations will have to put in place procedures to prove the authenticity and reliability of the record.

As part of all its procedures for clients, Microcopy ensures that BIP 0008 is followed completely.

A copy of BIP 0008:2004 can be obtained through BSI.

Other Standards

BIP 0008: UK Document Management Legal Admissibility
PD 0016:2001 Document scanning. Guide to scanning business documents
BS ISO 12653-1:2000 Electronic imaging. Test target for the black-and-white scanning of UK office documents.
BS ISO 12653-2:2000 Electronic imaging. Test target for the black-and-white scanning of UK office documents. 
If you would like any further information on our services don't hesitate to give The Microcopy Group Ltd a call or download our free "Minimising Document Management and Storage Costs" document.
Call us now on 01280 822 795

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