If the electronic documents are still in the process of being used, the
protection features already discussed can lock users from altering the
documents and/or converting them to PDF documents. 

If the electronic documents have outlived their life-cycle and retained for
their evidentiary or informational value, documents can be converted to PDF
for protection or be authenticated against circulated records by carrying
out diplomatics.

Claims of authenticity of circulated records can be cross-checked by
authenticated documents already housed in records databases by accessing the
authenticated documents metadata (and seeing when records where modified) or
noticing visible differences in text or form between authenticated record
and circulated record. 

Diplomatics works for electronic records that have outlived their life-cycle
not for those that are currently still being accessed and employed by users.



 

Farris Wahbeh, CA
Archivist

The History Factory
14140 Parke Long Court
Chantilly, VA 20151-1649
T: 703.227.9572
F: 703.631.1124

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C The History Factory. All rights reserved. 
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Joan Brunning-Symons
Sent: Wednesday, October 15, 2008 4:37 PM
To: [log in to unmask]
Subject: Word documents and excel spreadsheets

A lot of our business in conducted with Word and Excel.  EG. here is a
business proposal (in Word) and here are the figures to back it up (in
Excel).  But, as far as I can tell, these documents aren't locked up in any
way, anyone can change and save them.


How am I going to improve the security on these docs?

Joan Brunning-Symons
File Coordinator

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