Authorized Conversion
A solution for bulk digitization and document conversion.
Do you need to convert large volumes of paper documents into digital form quickly, securely, and in compliance with legislation?
We provide the iCapta Conversion solution, enabling bulk digitization and document conversion with full legal validity and readiness for long-term archiving.
It supports both authorized document conversion under Act No. 300/2008 Coll. (KzMU) and the conversion of paper documents into digital form according to Section 69a of Act No. 499/2004 Coll. The result is a digital document that can be freely used, archived, and proven over time without limitations.
1. Who is iCapta Conversion for
- organizations with a high volume of paper documents
- companies, banks, and institutions digitizing their archives
- teams aiming to reduce manual work and errors
- organizations seeking cost savings and process simplification
2. What you gain with iCapta Conversion
- digital document with verified conversion
- ensured content integrity
- proof of document existence over time
- readiness for long-term archiving
iCapta Conversion
Typical use cases
1. Digitization of incoming documents
- batch scanning of paper documents
- bulk conversion into digital form
- option to shred paper originals according to internal policies
2. Digitization of archives and stored documents
- conversion of historical records and files
- archive digitization in a selected mode
- option to subsequently shred paper documents
How the conversion works
The conversion process is fully automated and designed for bulk processing:
Scanning document batches
Generating a conversion certificate
Conversion to PDF/A output format
Applying a qualified seal and qualified timestamp
iCapta Conversion
Delivery and operation options
Standard mode – quick deployment
document sealed with a qualified seal and timestamp
export of digitized documents to a predefined folder
simple document import and export
processing at the document level including metadata
minimal integration requirements
easy configuration on the user side
Integration with ESS / DMS
adaptation to organizational processes
implementation of integrations as needed
AI agents
Legislative framework
Act No. 499/2004 Coll. – Section 69a
Conversion under Section 69a allows received paper documents to be converted into digital form so that the digital document has the legal effect of a certified copy. The organization determines whether to immediately shred paper originals after conversion or retain them according to its records management and retention plan.
Act No. 300/2008 Coll. – Authorized Conversion (KzMU)
Authorized document conversion is a complete transformation of a document from paper to digital form, ensuring content conformity and including a conversion certificate. The output has the same legal effect as the original. Conversion is performed by an authorized entity, typically public authorities or their partners.
Comparison: KzMU vs. Section 69a
Authorized Conversion (KzMU) vs. Conversion under Section 69a
| Criteria | Authorized Conversion (KzMU) | Conversion under Section 69a |
| Legislative basis | Act No. 300/2008 Coll. (electronic acts and authorized conversion) | Act No. 499/2004 Coll. (archives and records management – § 69a) |
| Nature of conversion | Full conversion with content conformity and conversion certificate | Conversion of received documents with the legal effect of a certified copy |
| Legal effect of output | Same as the original | Equivalent to a certified copy |
| Conversion certificate | Mandatory (authorized conversion) | Certificate according to § 69a |
| Qualified seal and timestamp | Yes (depending on the selected mode) | Yes (depending on the selected mode) |
| Typical use | Cases requiring full replacement of the original in digital form | Digitization for internal processing and archiving |
| Possibility to shred original | Yes, after conversion | Yes, according to retention policies |
| Who performs the conversion | Authorized entity (typically public authorities or partners) | Document originator within their own records system |
| Suitable for | Public authorities and organizations requiring full legal equivalence | Organizations digitizing incoming paper documents for internal use and archiving |