Our company is going paperless. All of our signed meeting minutes are
scanned and uploaded to hard drives and then to the association's
website for viewing. Can we get rid of the original signed paper
Yes you can. First, however, let your clients know in case they object.
If they object, you can ship the paper minutes to them for safekeeping.
The Corporations Code specifically allows all corporate records to be kept in non-paper form.
and other books and records shall be kept...in any other form capable
of being converted into clearly legible tangible form... When minutes
and other books and records are kept in a form capable of being
converted into clearly legible paper form...[they] shall
be...accepted...to the same extent as an original paper record. (Corp. Code §8320(b).)
Secure Backup. Because
data can be lost
from hard drive crashes, stolen
computers, fires, etc., which could put you out of business and get you
sued, I recommend
redundant, multiple location, backup
of your digital records so your company can retrieve the latest data in the
event of a disaster. That
means your data should be stored in multiple offsite
locations. Companies such as Carbonite, IronMountain,
and CompuVault will automatically backup your hard drives each night
over the internet to at least two secure facilities. The sites should be
in different regions or states so if a disaster hits one site
(earthquake, flood, fire,
etc.), the other site is unaffected. Following is an illustration from a
company called "Hybrid Data Storage":
Disposal of Paper
. Paper files should not be thrown in the dumpster--they should be shredded so as to protect confidential information.
: Associations needing legal assistance can contact us
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