Certifying documents as originals

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  • #21392
    kwoods
    Participant

    We are currently photocopying original documents, stamping the photocopy to certify that original seen, date seen, identity of person etc and scanning the photocopy into our DIP system. We are looking at ways of removing the need to photocopy originals & stamp them – whilst still satisfying requirements to record evidence correctly for security/audit/BFI purposes.
    Any suggestions would be appreciated.

    #5164
    lyndah
    Participant

    Does your DIPs system have settings when you scan to set as original or copies. If so would your auditors be happy if the batchs were scanned with original or copy depending on what you have received?

    #5165
    Anonymous
    Guest

    When our staff are scanning original documents they set the scanner indicator to “original” this then shows on the scanned, indexed document. Our Auditors have ok’d this process

    #5166
    Anonymous
    Guest

    We use the Anite DIPS and we have set up electronic stamps that are put on to images by the person scanning the document to confirm whether it is an original or not.

    Mind you, at my last Authority the scanners were set so that the fact that a document was original was automatically recorded as verified by the officer who scanned it. The document would need to be stamped as non-original for it to be recrded as such.

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