Document scan copy
A scan copy is an electronic image of a paper document that preserves its visual elements but has no legal force unless notarized or signed electronically.
Contents
What is a document scan copy
A scan copy is an electronic image (digital copy) of a paper document obtained using a scanner, MFP or quality photo. A scan copy preserves all visual elements of the original: text, signatures, stamps, security elements, photographs. Scan copies are actively used in electronic document flow, for sending documents by email and for archival storage. Unlike electronic documents with ES, a scan copy has no legal force unless certified.
How to make a scan copy
Scanner or MFP — the classic method with the best quality. Smartphone — applications: Google Drive, Adobe Scan, Microsoft Lens, CamScanner. Camera — for large-format documents.
Scan copy formats
PDF — universal format for multi-page documents, supports OCR. JPEG — for single pages. PNG — for images with text. TIFF — for archival storage. PDF/A — for long-term archival storage. OCR technology is used to create a text layer.
Legal force of a scan copy
An ordinary scan copy has no legal force of the original. To give legal significance, one of the following methods is required: Notarization, Signing with an electronic signature, Qualified electronic signature (QES) — the most reliable, Certification at the MFC. In document flow systems, scan copies are used for initial exchange, but for legally significant operations an electronic signature or notarization is required.
Frequently asked questions
How is a scan copy different from an electronic document?
A scan copy is an electronic image of a paper document, whereas an electronic document is created digitally and signed with an electronic signature. An electronic document has legal force; a scan copy has only informational value.
How do I make a scan copy of a document from my phone?
Use applications: Google Drive, Adobe Scan, Microsoft Lens, CamScanner. Photograph the document; the app will align the perspective and improve contrast.
Does a scan copy have legal force?
An ordinary scan copy has no legal force. Notarization, an electronic signature (QES) or MFC certification is required.
Which format is best for a scan copy?
For multi-page documents use PDF with OCR. For single pages JPEG or PNG. For archival storage TIFF or PDF/A.
How do I improve the quality of a scan copy?
Scan at 300 dpi for text, 600 dpi for photos; use black-and-white mode for text; apply automatic perspective correction; use OCR.
Can a scan copy be used instead of the original in court?
Only if notarized or signed with an electronic signature can it be accepted as evidence.
What resolution is needed for scanning?
200-300 dpi for text, 300-400 dpi for small details, 400-600 dpi for photos, 600 dpi for archival scanning.
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Document scan copy
A scan copy is an electronic image of a paper document that preserves its visual elements but has no legal force unless notarized or signed electronically.
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