Document services

Document services involves identifying a purpose, checking the relevant procedure and separating established facts from unanswered questions. The following reading notes are a starting point for research, not an eligibility assessment.

Check the whole document, not only the first page

Open every page in the saved file. Compare the page count with the original and include a reverse side when it contains information. Look for cropped edges, folds that hide text, missing signatures and faint stamps. A scan should reproduce the document, not improve or rewrite it. If something is unreadable on the original, flag that problem for the recipient rather than guessing what it says.

Test readability at an ordinary viewing size

Rotate pages so that readers do not need to turn each one manually. Enlarge small text to check whether it remains legible, but also view the page at a normal size. Strong shadows, reflections and a patterned surface behind the paper can make a phone photograph hard to read. Rescan when possible. Editing names, numbers or dates is different from correcting orientation and can misrepresent the document.

Keep the original-language file with its translation

Use separate, clearly named files for the source document and any translation. A translation should be traceable to the document that was translated. Requirements for certification, language, notarization and acceptance depend on the receiving organization. Ask that organization for its instructions before ordering a service. A notarized signature and a certified translation describe different things; neither label automatically makes a file acceptable everywhere.

A practical quality check before you send a scanned document