Beyond the requirements that Law 39/2015, of October 1, on common administrative procedure of public administrations (LPACAP), the National Interoperability Scheme and the Interoperability Technical Standards establish for the digitization process (understanding this process as the variables to take into account when configuring the scanning machine), in practice, it will be necessary to make a series of organizational decisions to deploy and establish the rules of the game for the digitization of the documentation, mainly in registration assistance offices (OAMR). In short, it is highly recommended to regulate the digitization procedure.
A good legal formula to do this is through an Instruction approved by mayor's resolution. The check-in instruction should cover key aspects of the digitization process such as:
- Number of documents/pages to be digitized from the front office of the registration assistance offices.
- What deadline must be established to digitize documentation.
- What documentation does not need to be scanned from check-in.
- What must be done with the documentation that has been left in the custody of the Administration to be scanned once the deadline set for its collection by its owner has passed.
- Which units should be empowered to make true copies beyond the records assistance office.
By way of example, we provide you with the Registration Instructions approved by Sant Feliu de Llobregat City Council:
Article 16. Records .
"5. The documents presented in person before the public administrations must be digitized, in accordance with the provisions of article 27 and other applicable regulations, by the registration assistance office in which they have been presented for inclusion in the electronic administrative file, and the originals must be returned to the interested party, without prejudice to the cases in which the rule determines the custody of the documents presented by the Administration or it is mandatory to present objects or documents in a specific medium not capable of being digitized [...]"