Document scan copy

A document scan copy is an electronic image (digital copy) of a paper document obtained using a scanner, an MFP or a quality photo. It preserves all visual elements of the original — text, signatures, stamps and seals — but without notarization or an electronic signature it has no legal force.

What is a scan copy

A scan copy is the result of digitizing a paper document: an electronic image that can be sent by email, uploaded to personal accounts (Gosuslugi, banks, insurance companies) and stored in archives. A scan copy preserves all visual elements of the original: text, signatures, stamps, seals, security elements, photographs, colors. Scan copies are actively used in electronic document flow, for archival storage and for submitting documents to government agencies. Unlike electronic documents with an ES, a scan copy has no legal force unless notarized or signed electronically, but it remains a convenient way to quickly exchange information and create digital copies for internal use.

How a scan differs from a photo

A scan is a flat image obtained with a scanner or MFP under even lighting: without perspective distortion, shadows or glare, with a uniform background. A photo is a shot taken with a camera or smartphone: it may have perspective distortion, shadows, glare and a tilted horizon, so the photo requires processing — perspective correction, cropping and contrast enhancement. A scan gives a more stable and accurate result and is better suited for document flow and archival storage, while a photo is convenient when there is no scanner at hand.

How to make a scan

There are several ways to create scan copies. Scanner or MFP — the classic method with the best quality. Place the document on the glass, choose the resolution (200-300 dpi for text documents, 300-600 dpi for documents with photos or fine details) and the format (PDF for multi-page documents, JPEG for single pages, TIFF for archival storage). Use the duplex scanning mode for two-sided documents. Smartphone — the most accessible method: use Google Drive, Adobe Scan, Microsoft Lens or CamScanner apps, which automatically align the perspective, crop unnecessary areas, improve contrast and save the result as PDF or JPEG. Camera — for large-format documents (drawings, posters) that do not fit into a scanner: good lighting and a tripod are needed to avoid blurring.

Which format to save in

The choice of format depends on the purpose of the document. PDF — a universal format for multi-page documents (contracts, reports, books), supports OCR (text layer), allows combining pages into one file and saving bookmarks and hyperlinks. JPEG — for single pages or documents with photos (passport, ID card): uses lossy compression, so choose 80-90% quality. PNG — lossless compression, suitable for images with text, fine details and charts. TIFF — for archival storage with maximum quality (without compression or with lossless compression). PDF/A — a specialized format for long-term archival storage that guarantees long-term document reproducibility. OCR technology is used to create a text layer in scan copies.

Legal force

An ordinary scan copy has no legal force of the original because it is not protected against forgery, modification or copying. To give a scan copy legal significance, one of the following methods is used: notarization — a notary confirms that the copy matches the original, affixes a stamp and signature; signing with an electronic signature — a signature file (.sig) is attached to the scan copy or it is signed in an electronic signature service; qualified electronic signature (QES) — the most reliable method, providing legal force equal to a paper original and recognized by courts and government agencies; certification at the MFC — multifunctional centers can certify document copies, equating them to notarized ones in some cases. In document flow systems, scan copies are used for initial exchange and familiarization, but legally significant operations (contracts, primary documents) require an electronic signature or notarization.