True copy

True copy
See also

True copy is an evidence based on primary records[1]. True copy is done is case of inconsistency between data. It always refers to at least two documents[2]:

  1. original record which is raw data (only one set of data should be considered as raw data),
  2. verified copy of this raw data called true copy.

Rules for true copy[edit]

True copy should keep high standard because it might be used as evidence for many years. The organization might develop special policy of keeping and creating true copies. It might also happen, true copies will be used in court cases. True copy format may be different that original document, however it should[3]:

  • be accurate,
  • attributable,
  • legible,
  • complete,
  • archived,
  • duplicated or backed-up,
  • reviewed periodically,
  • certified by responsible persons within the organization,
  • admissible in evidence
  • marked with true copy token,
  • described as shared or exclusive,
  • include all information,
  • include all revisions (such as metadata),
  • have high quality,
  • keep scientific principles,
  • follow good documentation practices.

Inconsistency between true copy record and original record[edit]

When there is discovered inconsistency between true copy record and original record, for example during periodical review or an audit, there should be taken below actions[4]:

  1. Investigation should be performed,
  2. All the findings should be documented,
  3. Reasons of inconsistency should be communicated across the organization.

True copy in computer system[edit]

If there are used computer systems for keeping true copies and raw records, they should be firstly validated by authorities of the organization. Quality of e-records should be high, protected from loss or damages, use mechanisms such as duplication or back-up and transfer data to another system. Periodically audit should be done on the system as well[5].


  1. Ladapo O. A., (2010), p. 47
  2. Lopez O., (2016), p.55
  3. Lopez O., (2016), p.55; Ladapo O. A., (2010), p. 47; Golden Gate Enterprises, (1989), p. 451; World Health Organisation, (2015)
  4. Lopez O., (2016), p.55
  5. Lopez O., (2016), p.55


Author: Aleksandra Puchała