Authenticity is conferred to a record by its mode, form, and/or state of transmission, and/or manner of preservation and custody.
In electronic systems as well as in traditional records systems, authenticity is ensured by enforcing sophisticated administrative procedures, employing difficult to reproduce technical instruments, and installing security systems.
Mode of transmission
The method by which a record is communicated over space or time needs to be secure in order to guarantee the authenticity of the record. This security can be achieved as follows:
articulation of the circumstances and manner of transmitting records from one space to another either automatically or manually, and of receiving records from outside in any of the spaces
inclusion in the system of an audit trail capability that keeps a trace of every
transmission (date, time, persons, subject)
Form of transmission
The form the record has when it is made or received can also guarantee the authenticity of records. Traditionally, authenticity relies on extrinsic or instrinsic characteristics such as watermarks, seals, etc. In the electronic environment, very record made, in order to be transmitted externally, must have a document profile attached to it that must include:
State of transmission
Authenticity relates to state of transmission in the measure in which it can be assumed for originals, copies in the form of originals, authentic copies, and inserts contained in originals, copies in the form of originals, and authentic copies. Thus, with electronic records, every record received from outside is to be considered an original at the moment in which it is physically affixed to the system, being the first complete record to reach the effects for which it was transmitted. In order to protect the characteristics of this original record, it is essential to attach to it a complete document profile before the record is handled for the transaction of the affairs to which it relates, and to include it in the central files in the general space.
A specific issue that needs to be addressed is that of inserts. Inserts are records entirely quoted (if textual) or reported (if images or graphics) in subsequent original records in order to renew their effects, or because they constitute precedents of the actions to which the subsequent originals refer. While the authenticity of the record containing the insert can be guaranteed by using any of the measures described in this document or a combination thereof, the authenticity of the insert itself cannot be ensured, as it depends on the reliability of the author of the record containing it and on the authenticity of the record from which the insert is made.
Manner of preservation and custody
In addition to all the requisites identified for records created in the traditional environment, it is necessary to establish specific ones for the secure preservation and custody of electronic records, such as:
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