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True copies are exact reconstructions of original documents, including all elements with no changes. Certified copies are used in court systems and companies for archival and general use, and are compared to the original before being stamped and filed. The same person who signed the original can sign a certified copy.
True copies are exact copies of a prepared document when it is not possible to simply duplicate a copy of the original document. In essence, this makes the true copy a reconstruction of the original. To be this type of copy, the document must include all elements of the original, with no changes in wording or structure, no matter how small or insignificant the changes may appear.
A certified copy can be used on various occasions. Court systems allow the use of such documents and often use them for archival purposes. In this case, the copy is typed and constructed exactly like the original. In addition, any handwritten annotations in the margins will also be included in the document. A court clerk will compare the copy to the original to ensure that all aspects of the two documents are the same, including any dates. If a judge’s signature appears on the original, the judge may also sign the certified copy or the judge’s name may be typed and dated in the appropriate fields. Once the comparison is complete and the clerk determines that the documents are mirror images of each other, the copy is stamped and given a filing date.
Companies also make use of this format. This is often the case when multiple departments need access to contracts and other important documents. The original signed documents are generally kept in a safe place, while one or more certified copies are made available for general use between different departments within the organisation. This approach ensures that a copy of the original signed document is always available, but allows broad access to the terms and conditions of a given document to those who need that information to assist customers or otherwise conduct their business.
The same person who signed the original document can sign a certified copy. If this is not possible or practical, the person’s name can be entered in the signature field. Likewise, it is possible to certify or authenticate a certified copy. However, this action is generally considered unnecessary.
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