Which signature is applied when digitizing documents?

First of all, it should be noted that when a person submits paper documentation, an authentic copying process must necessarily be performed in order for the records and administrative records to be electronic.

Secondly, the process of authentic copying consists of the secure digitization of the documentation by a competent body with a guarantee of the identity of this body and of the content, which is why an electronic signature is incorporated among those foreseen by regulation (as well as relevant metadata).

Having said that, it is important to highlight that the regulations enable two ways to make these copies, an important fact when selecting the signature mechanism to use; namely:

• Through an authorized official, who signs with the signature mechanism at his disposal (for example, a T-CAT).
• Through an automated administrative action, which will be signed with an organ seal or with a Secure Verification Code (CSV).

It is the decision of each Administration to determine how the copying process will be carried out within its organization, taking into account the material and personal means available, etc.

However, the signature with a body seal has the advantage of administrative efficiency because a person does not have to intervene in each process and allows the automation of certain steps in the digitization process.

The system security of this option is based on access control, process monitoring and logs of operations associated with each person.