Document handling and the security of information is a major factor in all business operations handling non-public  private information.  Policies must be in place to limit the number and locations of document originals and copies  stored or used in any location.

Company Policies must state all originals are to be accounted for copied or scanned and promptly returned to the  customer with a notice recorded on the official file that the documents have been returned and either copied or  scanned in or submitted to the processor for safe keeping.

Originators should not keep a file separate from the official processed file.

The Main Processing File is the only official copy of any documents that are retained by the company.