Acceptable rchiving Format

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This topic contains 2 replies, has 2 voices, and was last updated by  Martin West 1 year ago.

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  • Sue Scott
    Participant

    Nobody seems to want to give definitive answers on how Learner documents can be retained after completion of their Apprenticeship (or even during) and it seems everyone needs answers.

    Our learners have an elecrtonic portfolio of work that is kept for them, this includes the Revord of achievement and IV recording.

    The big question is the Committment Statement and the Apprenticeship Agreement!
    Can signed documents be scanned and retained electronically or do we need to keep a hard copy with ‘wet’ signatures during their programme? On completion I was hoping we could scan in ALL documents and shred all hard copied.

    Is there someone out there that can give a definitive answer please.

     
    #376508

    Sue Scott
    Participant

    Nobody seems to want to give definitive answers on how Learner documents can be retained after completion of their Apprenticeship (or even during) and it seems everyone needs answers.

    Our learners have an elecrtonic portfolio of work that is kept for them, this includes the Record of achievement and IV recording.

    The big question is the Committment Statement and the Apprenticeship Agreement!
    Can signed documents be scanned and retained electronically or do we need to keep a hard copy with ‘wet’ signatures during their programme? On completion I was hoping we could scan in ALL documents and shred all hard copies.

    Is there someone out there that can give a definitive answer please.

     
    #376594

    Martin West
    Participant

    Hi Sue,
    Where you use a mix of electronic and documentary evidence you may convert documents to an electronic format. As long as you retain electronic evidence this is sufficient for any future audit.
    Some Providers only use and retain documentary evidence electronically and do not use paper based documentation.
    The main issue is that you must make sure you have retained all the evidence required in an electronic format and that this is evidance as the original or a certified copy of the original.
    HTH

     
    #376602
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