by Vigi Gurushanta, CGSB
03-01-2006
The Canadian General Standards Board has released Electronic Records as Documentary Evidence (CAN/CGSB-72.34-2005), a new National Standard of Canada that outlines the main requirements for ensuring that electronic records generated from electronic information systems are reliable, authentic and trustworthy. The publication of CAN/CGSB-72.34-2005 is intended to assist both the public and private sectors in meeting one of the evidentiary requirements for acceptance of electronic records in legal proceedings. It’s a standard that all organizations should look to implement in order to protect their electronic records, the central core of their electronic commerce activities.
The new standard provides in broad terms policies, procedures, practices and documentation required for establishing the integrity and authenticity of recorded information as an electronic record in an electronic information and records management system. It has been drafted to reflect the various applicable federal and provincial acts and regulations as well as the Canadian Electronic Commerce Strategy. Its technology-neutral language will assist organizations in complying with legal requirements without dictating specific types of technology or process.
This eagerly awaited standard, which has been in the works for over three years, exists because of the interplay of various statutes, standards and legal requirements, most particularly the adoption of the electronic evidence sections of the Canada Evidence Act. The development of this standard started soon after the release of the federal Personal Information Protection and Electronic Documents Act and complementary provincial and territorial legislation. As part of this process, an amendment was introduced and enacted in support of the Canadian Electronic Commerce Strategy, which in turns aims to encourage widespread adoption of e-business.
The Canada Revenue Agency in Income Tax circular IC05-1 has mentioned the use of Electronic Records as Documentary Evidence as a means to ensure the reliability, integrity and authenticity of electronic records.
The New National Standard on Electronic Records as Documentary Evidence was developed by the Committee on Micrographics and Image Management — a group of experts drawn from well-known Canadian professional and industry associations in the areas of information, records and image management; legal and financial services; and accounting and auditing. These experts represent both user and supplier perspectives, ensuring a balanced approach in the committee’s work.
In 2005 CAN/CGSB-72.34 achieved consensus approval by the committee and approval as a National Standard of Canada by the Standards Council of Canada.
For more information about CAN/CGSB-72.34, e-mail Vigi Gurushanta, Chair, Committee on Micrographics and Image Management, (CGSB to create hyperlink: vigi.gurushanta @imergeconsult.com) or Robert Charest (CGSB to create hyperlink robert.j.charest@pwgsc.gc.ca), CGSB Team Leader, Standards Division. To purchase CAN/CGSB-72.34, visit the CGSB e-Store (CGSB to create hyperlink: www.pwgsc.gc.ca/cgsb/home/estore-e.html).
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