Without prejudice to the provisions of the basic regulations, the issuance of authentic copies also entails the achievement of requirements of a more technical nature.

Given that knowledge and compliance with these requirements can be a complex task to evaluate, organize and apply in the case of small AAPPs, some of the most relevant aspects are summarized below.

Types of copies
Source and end format Features and requirements
Electronic - electronic

Electronic copy of an original electronic document or another authentic copy (art.27.3.a) Law 39/2015).

The " copy " metadata must be visible in the document.

Paper - electronic

Electronic copy of a paper document or other non-electronic medium capable of being digitized (art.27.3.b) Law 39/2015).

In addition to digitizing the paper document (according to legal requirements), the metadata “ authentic electronic copy of paper document ” must be visible on the document.

Electronic - paper

Paper copy of an electronic document (art.27.3.c) Law 39/2015).

The paper copy must include a secure verification code (CSV) in order to verify its authenticity through the electronic office.

Likewise, the metadata must indicate the copy condition.

Paper - paper

It is a paper copy of an original paper document (art.27.3.d) Law 39/2015).

Despite being a paper copy of another original paper document, the resulting copy must be provided by means of a copy of the electronic document.

The metadata must indicate the copy condition.

All these copies may be partial; if so, the metadata must also indicate this circumstance.
Specific case of the authentic paper copy of an original paper document

To issue an authentic paper copy of a paper original, you must:

  1. Make an authentic copy of the paper original in the terms of article 27.3.b of Law 39/2015, that is, digitize the paper original to convert the format into an authentic electronic copy (with indication of the metadata)
  2. Incorporate the CSV into the paper document.
  3. Make a paper copy of the electronic document.
  4. Deliver the authentic copy to whoever requests it.
Do “certified copies” still exist?

Although the regulations do not expressly state it, it no longer makes sense to talk about certified copies because all copies in any format are authentic copies and therefore have the same validity and effectiveness as the original documents.

In all cases of authentic copies (regardless of the medium in which they are produced), both the identity of the body that made them and their content will be guaranteed.

Regulations

Law 39/2015: art. 16 and 27.3

RD 203/2021: art. 19 to 22, 39, 47 and 53

National Security Scheme

National Interoperability Scheme

Related solutions

CÒPIA