Simone Lawson
The definition of an original document varies depending on the context. In the case of the U.S. Citizenship and Immigration Services (USCIS), original documents are often required for applications and petitions to prove the existence of relationships and facts. These documents may be returned upon request if they were not required in the first place. In the case of the U.S. Department of the Interior, an email message is considered a record if it documents the DOI mission or provides evidence of a business transaction. For the Internal Revenue Service (IRS), certain original documents are required for dependent applicants, such as civil birth certificates and passports. The IRS also accepts electronic records, such as bank statements, as originals. Meanwhile, the Social Security Administration (SSA) offers a secure portal for receiving sensitive communications that cannot be sent via email or text, and also provides the option to opt out of receiving paper notices in favour of online notices.
| Characteristics | Values |
|---|---|
| Record-keeping | If an email contains the name of the sender and addressee, the date, and a time stamp, it is considered a complete record. |
| Attachments | All attachments must be kept as part of the record. |
| Transmission data | The sender and receiver, date, and time of transmission must be included in the record. |
| Sensitive information | Apply the same standards to sensitive information in emails as you would in any other medium. |
| Official messages | Email systems are considered reliable for transmitting official messages. |
| Original documents | Original documents may be required for certain applications, such as civil birth certificates for dependent applicants under 18 without a valid passport. |
| Supporting documents | Documents must be in English or accompanied by a certified English translation. |
| Online notices | Some organizations offer the option to receive secure online notices instead of paper copies. |
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What You'll Learn
Electronic records are acceptable if they meet certain criteria
The acceptability of electronic records varies depending on the context and the organization involved. Here are some scenarios where electronic records are acceptable if certain criteria are met:
Government and Official Records
The Electronic Transactions Act 1999 (ETA) in Australia allows for tasks involving documents, written information, and transactions to be completed electronically as long as specific criteria are satisfied. This legislation ensures that electronic records are accessible, secure, and unaltered, much like their paper-based counterparts. While the ETA does not mandate a specific method, it emphasizes the importance of choosing a reasonable technology that works effectively when sending electronic communications.
Additionally, the U.S. Department of the Interior recognizes email messages as official records if they document the department's mission or provide evidence of business transactions. Both the sender and recipient are responsible for documenting their activities and determining whether a particular email is necessary for documentation.
USCIS Forms and Supporting Documents
The USCIS accepts both online and paper-based submissions. While they may request original documents in certain cases, they generally instruct applicants not to send original documents unless specifically requested. Legible copies of official documents are acceptable, and translations must be certified for accuracy.
General Guidelines for Electronic Records
When dealing with electronic records, it is essential to consider the following criteria:
- Consent and Acceptance: When sending documents to individuals or organizations, it is important to ensure they accept electronic documents. While explicit consent is not always necessary, it can be inferred from previous communications or email addresses provided for communication purposes.
- Security and Privacy: Electronic systems should provide adequate security and privacy for the information being transmitted. Avoid using email systems for highly sensitive or confidential information unless specifically instructed to do so by the recipient organization.
- Accessibility and Retrieval: Electronic records should be stored in a way that ensures accessibility and the ability to retrieve information when needed. This includes maintaining proper metadata, version control, and standardized procedures for digitization projects.
- Trustworthiness and Authenticity: Electronic records should be stored using trustworthy systems that ensure the authenticity and accuracy of the information. This involves implementing policies, procedures, and technologies to prevent unauthorized modifications or deletions.
- Quality of Scans: When scanning paper documents, ensure that the electronic copies are legible and clear, and meet the required quality settings, especially when they will replace the paper originals.
- Retention and Storage: Organizations should have a systematic, sustainable plan for managing and preserving electronic records, including determining how long they will maintain custody of digitized documents based on operational needs and required retention periods.
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The document must be in English or with a certified translation
When submitting documents for USCIS forms, it is important to ensure that all supporting documents are in English or accompanied by a certified English translation. This means that if the original document is in a foreign language, it must be translated into English by a competent translator who provides a certification of their ability to translate the document accurately. The certification should also confirm that the translation is complete and accurate. This certified translation must accompany the original document when submitted.
It is not always necessary to submit original documents for USCIS forms. In fact, unless specifically requested, it is recommended to only submit legible copies of official documents. These copies must be clear and not have any text or images that are obscured, cut off, or missing due to improper copying or folded pages. If original documents are submitted when not required, they may be destroyed in accordance with the Federal Records Act and applicable regulations.
However, there may be certain circumstances where original documents are specifically requested or required. For example, if you are submitting an ITIN application and are a dependent applicant under the age of 18 without a valid passport, you must submit an original civil birth certificate. Similarly, if you are a dependent applicant who needs proof of U.S. residency, you can use your passport with a date of entry into the U.S. or provide another original document as proof. If you are under the age of 6, a valid medical record from the U.S. is required, and for those between the ages of 6 and 18, a U.S. school record or similar document is necessary.
In the case of ITIN applications, it is important to note that notarized documents are generally not accepted. However, there is an exception for dependents and spouses of U.S. military personnel applying from an overseas address, who may submit notarized copies of identification documents along with a copy of the servicemember's U.S. military ID.
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Official documents must be submitted, not notarized documents
Official documents are those that are issued by a government body or a recognised authority. These documents are considered to be authentic and trustworthy, and they can be used as evidence or to support applications and petitions. For example, in the US, official documents are those that are issued by a .gov website or a recognised government body.
Notarized documents, on the other hand, are those that have been certified by a notary public, who is a public official appointed by a state government. The notary acts as a neutral witness to the signing of important documents and verifies the identity of the signer, their willingness to sign, and their awareness of the document's contents. Notarized documents are often required for legal and formal purposes, such as purchasing a home or establishing power of attorney, as they provide an extra level of authentication and credibility.
When submitting forms or applications, it is generally advised to submit legible copies of official documents, unless specifically instructed otherwise. This is because original documents may be destroyed or become part of the record and will not automatically be returned. However, it is important to note that certain documents, such as naturalization certificates, certificates of citizenship, and Permanent Resident Cards, cannot be duplicated and must be submitted as originals if required.
In terms of electronic communication, official records must be kept of emails that document the organisation's activities or provide evidence of business transactions. This includes maintaining transmission data, such as the sender, receiver, date, and time of the email, as well as any attachments. While email systems are generally reliable for transmitting messages, they may not offer the same level of security and privacy as postal services, so confidential information should not be transmitted electronically.
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Sensitive information should not be sent via email
When it comes to sensitive information, email is not the place for it. Email is one of the most convenient tools we use daily, but it's also one of the most common ways that sensitive information is exposed. Whether it's Social Security Numbers, financial records, confidential research data, personal information, confidential information, legal documents, or other sensitive information, email is not secure enough for high-risk data.
The open network infrastructure of email systems makes it easy for anyone with internet access to intercept confidential data, creating significant vulnerabilities. Many ordinary email providers use outdated security protocols, which are not updated regularly, making them susceptible to identity theft. Additionally, the risk of interception and exploitation due to insecure networks adds another layer of concern. Email systems are also not considered as secure or private as postal services and don't have the same legal protections.
If you are communicating sensitive information via email, there are some precautions you can take to mitigate the risks. Firstly, consider carefully whether using less sensitive information would be sufficient for your purposes. Secondly, ensure that the recipient of the information has a legitimate need for it. Thirdly, use encryption and password protection for your emails and devices. Finally, be aware of the risks introduced by recipients and ensure that you have carefully protected your passwords.
In conclusion, sensitive information should not be sent via email unless certain precautions are taken. Email systems are highly vulnerable to interception, exploitation, and identity theft. By following the recommended precautions, you can help keep your sensitive information secure.
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Paper records are preferred for certain documents
In the context of not receiving mailed statements, an original document can be defined as a physical, paper copy of a document. This may include supporting documents that prove the existence of relationships and facts, such as identification, residency, or citizenship.
While the shift towards digital documentation is ongoing, paper records remain the preferred format for certain documents. This preference for paper records can be attributed to various factors, including legal requirements, consistency, security, and ease of access.
Firstly, in certain sectors such as law, law enforcement, real estate, and medicine, printed documents are legally required for specific purposes. For example, in medicine, patient information such as patient charts and medical records are often maintained on paper, with approximately 5% of practices still relying solely on paper-based records. This is because paper-based records serve as a reminder for healthcare providers to report events and facilitate communication among clinicians.
Secondly, paper records are preferred for consistency in many organizations. Upgrading existing systems can be more costly than continuing the use of paper-based records, especially when the current systems work efficiently.
Additionally, paper records are favoured for security and privacy reasons. Electronic systems are more vulnerable to theft and unauthorized access, whereas paper records are physically secured through locks and controlled access. However, paper records are susceptible to natural disasters, fires, and other unforeseen events that could result in the irreversible loss of documents.
Lastly, paper records are often preferred for their ease of access. In cases where there is limited or unreliable internet access, paper records can be readily accessed without the need for digital connectivity.
While paper records are preferred for these specific reasons, it is important to note that the choice between paper and electronic records ultimately depends on the individual needs, regulatory obligations, and efficiency of the systems employed by organizations.
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Frequently asked questions
An original document is one that has not been duplicated, copied, or altered in any way. It is usually required for official purposes such as applications or petitions.
Many organizations now offer paperless options for receiving statements and other documents. You can opt to receive these electronically via email or through a secure online portal.
Electronic documents are convenient and accessible. They also reduce paper waste and can be easily stored and retrieved. However, it is important to note that email systems are not always secure, so confidential information should be handled with care.
