Electronically Produced Copies as Documentation

[kysjohns]

Q: Is it acceptable to keep electronically produced copies of documents instead of an original hard copy? More specifically, can a grantee accept faxed or scanned documentation for data validation elements, attestations, acknowledgements or eligibility information for the participant file?

[charteroakadmin]

A: Since copies of documentation are acceptable (except when there is reasonable doubt as to their authenticity), it does not matter whether the copies are produced mechanically or electronically. Note, however, that where signatures are required, there must be some sort of documentation trail or process document to establish the validity of the signature. See Topic 37 of the Participant Form Guide in the Data Collection Handbook and the June 15, 2011 posting on electronic signatures in this Forum.