VF and the recording of original documents

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  • #20786
    RobBox
    Participant

    We are looking to start using flat bed scanners at our reception points to record adhoc documents received over the counter.

    My question is how do others show that the image taken is that of an original document? Do you scan some sort of card with each image which states its an original or do you rely on user passwords as an audit trail and a working practice policy which states that only originals will be accepted….or do something else?

    Any suggestions would be helpful.

    #3482
    Anonymous
    Guest

    to get around this problem we

    copy and return the original

    stamp and sign the copy with a declaration that it is a true copy.

    scan the copy

    this means that the customer gets their original straight back and we have a stamped copy of the original which is kept for as long as the auditors require. this also gives our audit trail.

    #3483
    Anonymous
    Guest

    We do exactly what Jon said as well

    #3484
    twill
    Participant

    We also use this procedure and make sure that all officers repsonsible for copying documents have had VF/forged documents training.

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