GDA - A2 T6 - 4.2. La copia electrónica auténtica
Mandatory Electronic Processing of Paper Documents
The administration is required to electronically process paper documents submitted by citizens. This involves digitizing and integrating document management systems.
Digitalization and Integration of Paper Documents
- Paper documents must be digitally scanned and integrated into electronic document management systems.
- Digitalization captures paper documents for processing.
- The resulting electronic document should be an authentic copy of the original paper document.
Legal Dedication to Document Management
The importance of digitalization is highlighted in Article 16 and 27 of Law 39/2015, which address the actions of registries and the obligation to digitize documents presented in person.
Obligation for Digitization
- Offices responsible for registry assistance must digitize paper documents as per Article 27.
- This ensures incorporation into the electronic administrative file, with the originals returned to the interested party.
Technical Standards for Authentic Electronic Copies
The technical interoperability standard defines rules for generating authentic electronic copies of public administrative documents.
Authentic Electronic Copies
- Authentic electronic copies are new documents issued by authorized organizations with full probative value.
- They serve as authentic equivalents to the original paper document, certifying its authenticity.
Interoperability Standard for Copying and Conversion
The interoperability standard covers copying, conversion, and format changes for electronic public administrative documents.
Copy Authentication
- A copy is considered authentic if it is issued by an organization with relevant competencies.
- It guarantees identity with the original and certifies data authenticity.
Authentic Electronic Copies from Paper Documents
This section focuses on authentic electronic copies generated by the administration or citizens from paper documents.
Process of Creating Authentic Electronic Copies
- Authentic electronic copies are created from original paper documents.
- The competent authority's signature is necessary to validate the copy, and its identifier is included in the metadata.
Metadata for Digitalized Documents
After digitization, minimum mandatory metadata is incorporated into digitalized documents as per the interoperability standard.
Minimum Mandatory Metadata
- Organizational identifier: Identifies the organization issuing the copy.
- State of preparation: Indicates that it is an authentic electronic copy of a paper document.
- Document origin identifier: Identifies the document within the organization's document management system.