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]:
- original record which is raw data (only one set of data should be considered as raw data),
- 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[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
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]:
- Investigation should be performed,
- All the findings should be documented,
- 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[5].
Footnotes
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
