Hi Kathy,

My personal opinion is that it would be appropriate to keep the record in 
the original electronic format if you cannot capture all the metadata that 
proves the originals integrity. A classic example would be converting 
emails to PDF, if you do not capture the metadata associated with its 
original transmission and receipt it may be difficult to prove its 
authenticity. I would also do a risk impact as part of the consideration 
as you may not care for integrity if it is purely for internal reference 
purposes.

Not a clear cut answer but hope it adds value

Regards,

Clifford Campbell

Records Management Consultant
Group Information Security
Standard Life PLC




Kathey Mullen <[log in to unmask]> 
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18/04/2012 14:22
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Subject
Legal Requirements for Native Format Documents that are Electronic 
Archived






Good Morning List,

Is it a legal or regulatory requirement when archiving electronic records 
to 
maintain the electronic document in its original form (e.g. Word, Excel, 
Primivera or PDF).  I currently archive electronically into Laserfiche. 
Some 
things are scanned and I am also pulling the native document into the 
program 
from our network servers and add the metadata.  There is some concern that 

electronically archived documentation must stay in its original form. Does 

anyone know if this is true, and what supports this requirement? 

Does anyone have any thoughts on this subject?

Kathey E. Mullen
Poole and Kent Corporation
Inactive Records Coordinator

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