How do I distinguish an original, certified copy, scan and translation in an immigration document checklist?
Label each record version accurately and read what the receiving authority requests for the actual task. An original, an issuer-certified copy, an ordinary copy and a translation are different things. This guide does not require every original to be mailed or declare one version universally acceptable.
Sources: Policy Manual: evidence · Visa photo requirements · Checked October 25, 2026
What this guide covers
- Identify the source and version of each record
- Read the requested version in context
- Keep translation and certification concepts separate
At a glance
- Identify the source and version of each record before proceeding with this task.
- Read the requested version in context and preserve the source record.
- Use the current official instructions and keep a dated record of the actual result.
Identify the source and version of each record
Record the issuing institution, named person and whether the item is an original, issuer-certified copy, ordinary photocopy or digital image. A printed scan should not be relabeled as an original merely because it is clear. Keep version labels in the private index so later filing or interview instructions can be compared accurately.
Read the requested version in context
A filing, interview, records request or other institution can ask for a different document format. Use the current actual instruction and distinguish showing a document from surrendering or mailing it. This publication does not supply a universal rule to send originals, keep all originals or treat every scanned record as equivalent.
Keep translation and certification concepts separate
A translation represents text in another language and does not turn an ordinary copy into an issuer-certified original. Preserve the underlying record, translation and any required certification as connected but distinct materials. Do not assume notarization, an apostille or a translator's statement has the same function as the source authority's certified copy.
Preserve custody and dispatch evidence
If an actual instruction requires transmission of a physical record, keep a private inventory and the relevant dispatch or receipt evidence. Where only a copy is requested, retain the source for later questions as appropriate. A record-return question should be researched separately from a request for a FOIA copy or a replacement from the issuer.
Leave unresolved version questions visible
When an instruction is ambiguous or several source versions differ, record the uncertainty and seek the appropriate official or authorized clarification. Do not manufacture a seal, delete an annotation or rewrite a document to fit a checklist. The free version table supports accurate description without deciding admissibility or guaranteeing acceptance.
| Review step | Record or question | Boundary |
|---|---|---|
| Identify the source and version of each record | Record the issuing institution, named person and whether the item is an original, issuer-certified copy, ordinary photocopy or digital image. | Check against the actual official instruction or document |
| Read the requested version in context | A filing, interview, records request or other institution can ask for a different document format. | Check against the actual official instruction or document |
| Keep translation and certification concepts separate | A translation represents text in another language and does not turn an ordinary copy into an issuer-certified original. | Check against the actual official instruction or document |
| Preserve custody and dispatch evidence | If an actual instruction requires transmission of a physical record, keep a private inventory and the relevant dispatch or receipt evidence. | Check against the actual official instruction or document |
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Version: October 25, 2026.
Go to the source
Sources & verification
Follow the institution that owns the requirement and check its current instructions.
Common questions
Is a printed scan an original document?
Label the actual source version accurately. A printed scan or ordinary copy should not be presented as an original or issuer-certified copy merely because it is readable.
Sources: Policy Manual: evidence · Visa photo requirements · Editorial policy and verification status
Does a certified translation make the underlying copy issuer-certified?
No. Translation and source-copy certification have different purposes. Preserve their separate roles and check what the receiving authority actually requires.
Sources: Policy Manual: evidence · Visa photo requirements · Editorial policy and verification status
Should every original be mailed with a USCIS packet?
No universal mailing instruction is supplied. Read the current specific requirement and distinguish filing, presentation at an event and other record tasks.
Sources: Policy Manual: evidence · Visa photo requirements · Editorial policy and verification status
What if the requested document version is unclear?
Preserve the instruction and available versions and seek the appropriate clarification. Do not alter a source document or infer universal acceptance from another institution's practice.
Sources: Policy Manual: evidence · Visa photo requirements · Editorial policy and verification status
About this guide
By Immigrant Insider editorial desk. Updated .
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