Creating an authentic copy

Preliminary considerations

The user must open the native application in order to establish the connection between the scanning device and the web application of the COPY service ( more information )

Note: Given the complexity of setting up network scanners, we recommend using local scanners.

Step 1: Select a template or not

To generate the copy just click the "Create a copy" button

Below is a pop-up that allows you to choose whether a template will be used to generate the copy (this option makes it easier for the user not to have to fill in most of the configuration fields because they are already informed) or without template (implies that the user will have to fill in all the fields)

Step 2: Fill in or review the configuration and metadata fields:

Depending on the choice (template or not), the user must fill in the required fields (and, optionally, if applicable) that are highlighted in red:

  • body issuing the copy
  • Original document support:
    • Paper: If you want to make a true copy of a paper document using a scanner
    • Electronic: if you want to make a true copy of an electronic document (in this case, only copies of documents in PDF format are allowed)
  • Title of the copy
  • Original document identifier

The fields to be filled in are grouped into three blocks:

  • Copy configuration settings
  • Copy metadata
  • Registration metadata: a completely optional blog designed for those users who want to make a copy of a document submitted to the entry and exit register of the entity. The tool allows you to incorporate a stamp with the registration data in the copy or in case you do not want them to be incorporated as metadata.

Step 3: Generate the copy

Once all the fields have been filled in, just click on the "Generate" button.

Then a screen opens with the web component to make the copy:

  • If you are generating a copy of a paper document, click here
  • If you are generating a copy of an electronic document, click here
  • If you are generating a copy that includes the entry and exit stamp, click here

Learn more about metadata and configuration fields:

First name Description Example
Body issuing the copy Standard identifier of the body that has the power to issue authentic copies Secretariat or code DIR3
Support for the original document Indicate the nature or medium of the original document of which a copy will be made Paper
Secure copy verification code The CSV is a unique reference given to each document, consisting of a set of characters and generated electronically.
This reference allows you to identify the document, link it to its issuer and verify its authenticity and integrity through access to the electronic headquarters.
CSV copy verification URL URL, available on the entity's Electronic Office, which allows you to verify the authenticity and integrity of the authentic paper copies of electronic administrative documents issued by the entity.

Important: If you want CSV to appear in the URL, you must enter the URL as follows: url + {0}. As an example:{0}

NOTE: If your site does not have its own CSV verification page, you do not need to report this field or any CSV reference. The Copy service does not have a secure verification code verification page.

If you want to include the CSV in the URL:{0}
If you do not want to include the CSV in the URL:
CSV generation mechanism Indicates how the CSV will be generated. If selected automatically, the service itself will generate the code following the following pattern: [entity INE code] [DDMMYYYY] [RANDOM_FACTOR]. If selected manually, the user must be notified at the time of generating the copy Automatic
Reference to the order governing the CSV system Reference to the order, resolution or document that regulates the CSV generation system of the entity
Signature of the copy Whether the authentic copy should be signed or not Yes
Signature mechanism Mechanism that will be used to sign the authentic copy is either the “Centralized Signatory of the AOC Consortium” that keeps the electronic seal of the entity or “Digital certificate in local” that allows to use a digital certificate stored in a local cryptographic device of the user Centralized signatory of the AOC Consortium
Signature visible on copy Indicates whether or not the electronic signature of the true copy should be visible in the resulting document Yes
Title of the copy Title or name of the authentic copy Copy of deed XXX
Subject of copy Brief summary on the subject / subject of the copy
Original document identifier the identifier of the source document to be copied 010203
Author of the document Name or identifying data of the author of the source document Pere Poma
Source of the document Indicates whether the content of the source document was created by the citizen or by an Administration Citizens
Access regime Regime of access to the authentic copy. To choose from list of values Free access
Elaboration status Indicates the nature of the copy. Values to choose from a list. It is important that the indicated value matches the support of the original document Authentic electronic copy of paper document
Metadata visible on copy Whether the minimum metadata should be stamped and visible on the true copy. If so, the contents of the original document will be scaled to 80% of its original surface and the metadata will be stamped in the resulting margin. Yes
Document type
Document type of the document to choose from a list Acta
Nature of the source document Indicates the nature of the source document to be copied. The values to choose are: original, true copy and copy Original
Visible stamp Visibly include a stamp with the data of the entry / exit register in the copy Yes
Exit registration number
Output log number associated with the source document S / 000016-2018
Check-out date Date of departure check associated with the source document. Date format should be dd: mm: yyyy hh: mm: ss 12/04/2018 13:48:29
Entry registration number Entry record number associated with the source document E / 000016-2018
Check-in date
Date of entry registration associated with the source document. Date format should be dd: mm: yyyy hh: mm: ss 11/04/2018 13:48:29