JPs are only able to certify copies of original documents. As copies of electronic documents are generally either printouts or photocopies themselves, they cannot be certified by a JP as being a copy of the original document. The following practice is recommended when asked to deal with electronic copies of documents
- Ask the person seeking a certified copy of an electronic document to complete a statutory declaration marking each set of documents as ‘A’ ‘B’ ‘C’ etc.
- The declaration should use the words “Attached hereto and marked with the letter ‘A’ are” together with a suitable description of the document and how it was generated. For example:
- Printouts downloaded from my computer that are true and accurate copies of my payslips from etc. etc.
- Printouts downloaded from my computer that are true and accurate copies of my bank statements of my accounts with etc. etc.
- A printout that is a true and accurate copy downloaded from my iPad of an email forwarded to me by the Department of Immigration.
- Each page of each attachment should be signed by the declarant and countersigned, dated and stamped by the witnessing JP as the attachment referred to in the declaration.
- The statutory declaration may then be dated and signed before a JP or other officer able to witness statutory declarations.