True copy

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

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

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:

• 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

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:

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

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.

Examples of True copy

• A true copy is an exact copy of a document that has been verified to be an accurate reproduction of the original. For example, a notary public may certify a copy of a birth certificate or a copy of a contract as a true copy. In this case, the notary public is verifying that the copy is an exact copy of the original document.
• Another example of a true copy is a photocopy of a document that has been certified by the original document's custodian. For example, a student may make a photocopy of their college transcript and have it certified by the registrar's office as a true copy.
• A third example of a true copy would be a copy of a contract that has been signed and notarized by both parties involved. The notarized copy will be an exact copy of the original document, and the notary's signature will verify that it is indeed a true copy.

Advantages of True copy

A true copy is an evidence-based on primary records, providing a variety of advantages when used in legal proceedings. These advantages include:

• Providing an exact replica of the original document, a true copy ensures that all information is accurately included, and nothing is changed or removed.
• A true copy can be used in court proceedings, as it is considered to be an official document that has been authenticated by an authorized officer.
• A true copy generally requires a sworn statement from the person who attests to the accuracy of the document, thus providing additional assurance that the document is true and correct.
• It also eliminates the need to transport the original document to court, as a true copy can be used as a substitute.
• Finally, a true copy is often more cost effective than producing an original document.

Limitations of True copy

True copy is an evidence based on primary records, which are authentic and can be used as a basis for legal action. However, it is not without limitations. These limitations include:

• Inaccuracies: True copy relies on the accuracy of the original records. Errors in the original document can be carried over to the true copy, making it unreliable.
• Susceptibility to fraud: True copy can be easily forged if the person making it is not trustworthy.
• Inability to authenticate documents: True copy does not contain any authentication details, making it difficult to prove that the document is genuine.
• Time consuming: The process of producing a true copy is time consuming and requires a lot of effort.
• Limited scope: True copy is only applicable to documents produced within a certain period of time. Documents produced outside of this period cannot be considered true copies.

Other approaches related to True copy

Apart from True copy, there are other approaches that can be used as evidence in courts. These include:

• Certified Copy - a copy of an original document that is certified as being an exact duplicate by an authorized officer or official, such as a notary public.
• Certified True Copy - a copy of an original document that is certified as being an exact duplicate, and also as being accurate and complete, by an authorized officer or official, such as a notary public.
• Sworn statement – a statement taken under oath by a court official or an authorized representative such as a lawyer.
• Affidavit – a written statement made under oath and signed by the maker, in which the maker declares that the contents are true.
• Evidence in the form of testimony – evidence that is presented orally in court by witnesses.

In summary, there are several approaches that can be used as evidence in courts apart from True copy, such as Certified Copy, Certified True Copy, Sworn statement, Affidavit and Evidence in the form of testimony.

Footnotes

True copy — recommended articles

Torrens title — Management representation letter — Torrens system — Import declaration — Reliance letter — Export declaration — Distribution statement — Tax map — Property inventory

References

• Chrisman N. R., (1987), Fundamental principles of geographic information systems, ASPRS & ACSM
• Ladapo O. A., (2010), Effective Investigations, A Pivot To Efficient Criminal Justice Administration: Challenges In Nigeria in "African Journal of Criminology and Justice Studies: AJCJS, Vol.5"
• Lopez O., (2016), Data Integrity in Pharmaceutical and Medical Devices Regulation Operations: Best Practices Guide to Electronic Records Compliance, CRC Press
• Simons A. J. H., (1998), Borrow, Copy or Steal? Loans and Larceny in the Orthodox Canonical Form, ACM
• The Proceedings of the Fourth Conference on Hypercubes, Concurrent Computers, and Applications: Introduction, hardware, software, (1989), Golden Gate Enterprises, Michigan University
• Williams T. W., (1794), The Whole Law Relative to the Duty and Office of a Justice of the Peace: Comprising Also the Authority of Parish Officers, Tom 2, G.G.J. & J. Robinson, and C. & G. Kearsley, Princeton University
• World Health Organisation, (2015), Guidance on good data and record management practices, World Health Organisation

Author: Aleksandra Puchała