![]() England, Wales, and Northern Ireland have legally recognised electronic signatures since 2002. ![]() The maintenance, privacy and retention requirements are the same between the two formats, so both are acceptable under federal and state laws.Īre scanned signatures legally binding UK? “Electronic records aren’t as official as paper records” Even if you’re audited by the Department of Labor (DOL), you could provide digital records as documentation. ![]() Can I keep electronic records instead of paper? A certification, in this case, loses its utility value. It is just as prone to manipulation as a scanned copy of any other document. In contrast, a scanned version of a ‘certified copy’ is no longer the very copy that has been sighted and confirmed as a true copy of the original by an authorised person. Document scanning is also commonly referred to as document conversion or document imaging. What is document scanning? Document scanning is the process of capturing paper documents and converting them to a digital format via a document scanner or multi-function printer. Licensed Certifying Authorities (CA’s) issue DSC’s under the Ministry of Information Technology which makes the use of DSC’s authentic and valid, just as any wet or physical signature. Under the Information Technology Act, 2000, Digital Signature Certificates (DSC) are legally valid as per the Indian Law. Legal acceptability of scanned document images depends on the process used to create the documents.Ī few examples of soft copies include XLX files, PDF files, Word documents, Presentation files, Scanned copies of a hard copy document. Do scanned documents hold up in court?Īs long as it’s correctly done, courts have upheld that imaging and scanning are just as legally binding as paper documents. It also has a disaster prevention and recovery plan that includes giving healthcare organizations secure access to protected information during any incident. To remain compliant, HIPAA requires that document-scanning services and medical facilities have a data backup plan. There is, therefore, a risk that if the original documents have been lost or disposed of, the authenticity of the PDF versions might be called into question. The short answer is that in England, scanned copies of original documents are generally admissible in court proceedings provided their integrity can be shown. Are scanned documents as good as originals UK? Scanned document means an electronic image created by scanning a paper document. Please find attached a scanned copy of Form XYZZY a copy of the original will follow by post.24 Why would you scan a document? What is considered a scanned document? For example, there are occasions where you may need to send a physical copy of a document by post, but can expedite processing by emailing an electronic copy. However, I'd probably only use it if I'm directly contrasting a scanned attachment with a separate physical copy. However, that the same word can be used as a verb does not invalidate it when it is being used (correctly) as a noun.Īs far as " scanned copy" is concerned: I personally don't feel it is " too much for a quick email" (but, again, that is probably partly due to my age and a tendency for more formality, even in emails). You are quite correct: scan can be both a noun (the thing produced by the act of scanning) and a verb (the act of scanning, that produces a scan). But 'scan' also feels like it refers to the instance of the action of scanning. (For them, making a (photo)copy means printing the file that has been scanned!)įor me, 'scan' seems accurate as it's a noun, and says exactly what it is. With that history, "scan" emphasizes the electronic, somewhat intangible nature of an attachment.įor people who have probably never seen an actual, dedicated photocopier this distinction between physical copy and electronic scan is likely to diminish and, perhaps, disappear. My (slight) preference for "scan" over "copy" is probably as much due to my age as etymology coming as I do from a time when "copy" almost exclusively meant physical copy, and only later did such things as electronic copies exist. (The OED doesn't directly acknowledge the existence of electronic scanners or photocopiers in either entry, but the sense should be clear). A picture, or other work of art, reproducing the features of another. A writing transcribed from, and reproducing the contents of, another a transcript.ģ. A transcript or reproduction of an original.Ģ. An image, diagram, etc., obtained by scanning Note: if I was sending a physical letter, with a photocopy or similar of a document, then I would favour "copy".ģ. All three examples: scan, scanned copy or copy could legitimately be used in the situation you describe (listed in my likely order of preference, assuming nothing else to influence my decision).
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