Legal question about scanned documents - Calgarypuck Forums - The Unofficial Calgary Flames Fan Community

photon · 03-31-2011, 06:59 PM

I just got a Fujitsu S1500 scanner (after missing the last time Costco had one for a good price, didn't miss this time), and am truly impressed with it.

But I have a question, if I scan something, is the scanned version equivalent to the paper version from a legal point of view?

Stuff like receipts for tax purposes, legal agreements etc.

Part of me wants to shred everything I'm scanning but I figure it's probably not the same legally, but just wanted to check.

cSpooge · 03-31-2011, 08:08 PM

Quote:

Originally Posted by photon

I just got a Fujitsu S1500 scanner (after missing the last time Costco had one for a good price, didn't miss this time), and am truly impressed with it.

But I have a question, if I scan something, is the scanned version equivalent to the paper version from a legal point of view?

Stuff like receipts for tax purposes, legal agreements etc.

Part of me wants to shred everything I'm scanning but I figure it's probably not the same legally, but just wanted to check.

copies are definitely fine for tax purposes.

pylon · 03-31-2011, 08:13 PM

From my expeience, most banks will accept scanned copies. For stuff like receipts, loan docs etc. I think it is fine. I just wouldn't start shredding the title to your house, or your birth certificate.

Quick question for you Photon. I that the scanner that scans like 30 ppm or something? We are thinking of one to archive our loan docs. What do you think of it so far?

Deegee · 03-31-2011, 08:15 PM

Our Credit Union accepts fax/scan copies to advance loans funds for certain situations, but originals always follow in the days to follow.

Nufy · 03-31-2011, 08:18 PM

I renewed my mortgage in Calgary from my worksite in Connecticut using scanned / faxed documents...

No issues so far and its been 3 years...

I still have the e-mails saved just in case...

photon · 03-31-2011, 08:46 PM

Quote:

Originally Posted by pylon

Quick question for you Photon. I that the scanner that scans like 30 ppm or something? We are thinking of one to archive our loan docs. What do you think of it so far?

It's crazy fast, scans double sided, does OCR if you want, so far I'm VERY pleased with it. I've got a huge stack of receipts and rental applications/contracts/walkthroughs to go through, and it's like cutting a hot butter knife with a light saber

The OCR has been not bad so far, though I can see if I really wanted it to be super accurate I'd have to upgrade (or I could have purchased the Deluxe which comes with a better OCR package I believe).

The only thing I wish is that it was networked, so I could share it, but it's actually very compact, carrying it to the Mac to do some scanning there isn't too bad.

I haven't played with the Organizer software yet, you can scan to a file and put it in a directory, or you can scan to the Organizer software which I think lets you tag them, organize them by topic subject, search them, etc. They don't have the Organizer software on the Mac for the version I got I don't think though so I'll have to think if that's how I want to do it and maybe see if there's some cross-platform software that does the same thing, or just stick with organizing by directory on my network shared drive as I do currently.

Expensive, but with the huge #'s of filing cabinets we have filled with paper, if I can get rid of some percentage of that I'll be VERY happy.

Even if I have to keep paper copies of things, having the electronic versions organized and having the paper versions in a box ready to be tossed in 7 years is better than keeping all the paper organized.

squiggs96 · 03-31-2011, 08:51 PM

Quote:

Originally Posted by cSpooge

copies are definitely fine for tax purposes.

You will need original receipts for medical expenses.

I bought a Fujitsu scanner for my office 2.5 years ago and now the whole finance and accounting department has them. They are awesome and save so much time.

cSpooge · 03-31-2011, 09:14 PM

Quote:

Originally Posted by squiggs96

You will need original receipts for medical expenses.

I bought a Fujitsu scanner for my office 2.5 years ago and now the whole finance and accounting department has them. They are awesome and save so much time.

no you do not need original receipts for medical expenses.

fredr123 · 03-31-2011, 09:48 PM

What did it cost you for that scanner at Costco? The SnapScan is the model of choice for paperless lawyers and other professionals looking to do away with the scourge of paper records. I really want one.

As far as the legal effect of electronic document, have a look at the Electronic Transactions Act: http://www.canlii.org/en/ab/laws/sta...1-c-e-5.5.html It is an attempt to give clear legal effect to electronic documents when certain conditions are met. There are exceptions to the application of the Act and, like any good piece of legislation, the provisions are open to interpretation in a lot of cases.

Hack&Lube · 03-31-2011, 10:03 PM

I believe it depends on the contract or agreement for whatever the paper is for if facsimiles are accepted. There's also a lot open to discretion. For years, my job involved photocopied/faxed/scanned documents for court and mostly they were accepted.

photon · 04-01-2011, 08:50 AM

Quote:

Originally Posted by fredr123

What did it cost you for that scanner at Costco? The SnapScan is the model of choice for paperless lawyers and other professionals looking to do away with the scourge of paper records. I really want one.

$80 off the regular price, which is a great deal, cheaper than I could find it in the US even not including any shipping.

Locke · 04-01-2011, 10:20 AM

Okay, heres the deal with taxes. For the most part copies are totally cool.

The downside is, those copies have to be 'hard.' So, you cant email a PDF of your receipts to Revenue Canada because they dont believe in the internetz.

squiggs96 · 04-01-2011, 10:33 AM

Quote:

Originally Posted by cSpooge

no you do not need original receipts for medical expenses.

Please call CRA and SunLife and tell them this, as I have had both companies send claims back to me stating they needed original receipts.

You Need a Thneed · 04-01-2011, 10:38 AM

yeah, my benefits require original receipts too.

Locke · 04-01-2011, 11:13 AM

Quote:

Originally Posted by squiggs96

Please call CRA and SunLife and tell them this, as I have had both companies send claims back to me stating they needed original receipts.

CRA are full of it. Every time I talk to them they demand the exact same thing and I tell them to shove it.

When they manage to get their document loss rate somewhere under 70% then we'll talk, till then they get photocopies and they should be happy with that.

troutman · 04-01-2011, 11:14 AM

Quote:

Originally Posted by fredr123

What did it cost you for that scanner at Costco? The SnapScan is the model of choice for paperless lawyers and other professionals looking to do away with the scourge of paper records. I really want one.

Our big Minolta copier also functions as a printer and scanner.

fredr123 · 04-01-2011, 02:01 PM

Quote:

Originally Posted by troutman

Our big Minolta copier also functions as a printer and scanner.

Works great for high volumes too, but he SnapScan is small enough to sit on your desk so you can scan stuff in on demand without having to walk to the big machine. The PaperLESS gurus (like Ernie Svenson: http://www.ernietheattorney.net/) swear by having a scanner on your desk and the SnapScan is pretty much the Bentley of its class.

I would very much like to try using less paper and conducting more of my practice electronically. However, I have no say in office procedures and both the assistant I share with a partner and the partner himself are of the old school. Neither have any qualms about massacring large amounts of trees just to be on the safe side.

Shazam · 04-01-2011, 02:20 PM

Quote:

Originally Posted by Locke

CRA are full of it. Every time I talk to them they demand the exact same thing and I tell them to shove it.

When they manage to get their document loss rate somewhere under 70% then we'll talk, till then they get photocopies and they should be happy with that.

Here's my last conversation with someone at the CRA:

"How much money is in my payroll account?"

"Your what?"

"My payroll account."

"What type of account?"

"Payroll."

"Can you spell that?"

"No, I won't. It's payroll."

"Oh, payroll. Ok, what's your business #?"

<I repeat my BN to her about ten times>

"It's XXX.XX"

<Click>

cSpooge · 04-01-2011, 06:26 PM

Quote:

Originally Posted by squiggs96

Please call CRA and SunLife and tell them this, as I have had both companies send claims back to me stating they needed original receipts.

CRA does not need original receipts at all for medical expenses, copies are perfectly acceptable. As for Sun Life that has nothing to do with what the CRA needs.