What guidelines are needed to manage the process of scanning documents at check-in?

Beyond the requirements established by Law 39/2015, of 1 October, on common administrative procedure of public administrations (LPACAP), the National Interoperability Scheme and the Interoperability Technical Standards for the digitization process (understanding this process as the variables to be taken into account when setting up 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 of the digitization of the documentation, mainly in the registration assistance offices (OAMR). In short, it is highly recommended to regulate the digitization procedure.

A good legal formula for doing so is through an Instruction approved by mayoral resolution. The check-in statement should cover key aspects of the scanning process such as:

Number of documents / pages to be scanned from the front office of the registration assistance offices.
What is the deadline for digitizing documentation?
What documentation does not need to be scanned from check-in.
What to do with the documentation that has been left in the custody of the Administration to be scanned once the deadline for its collection by its owner has passed.
Which units must be enabled to make authentic copies beyond the registration assistance office.

As an example, we provide you with the Registration Instruction approved by the Sant Feliu de Llobregat City Council:

Download (PDF, 899KB)

Legal Context

Law 39/2015

Article 16. Records .

"5. Documents submitted in person to 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 submitted for incorporation into 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 by the Administration of the documents submitted or is mandatory objects or documents in a specific medium that cannot be digitized. [...] ”

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