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Subject:
Re: Third category of destruction?
From:
"Corbin, Jan F. (KSC-GPC10)" <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Tue, 16 Jul 2013 11:29:25 +0000
Content-Type:
text/plain
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text/plain (37 lines) 
But, when you consult with NARA they will tell you that making the electronic scanned versions the official record is not only acceptable but encouraged.  This has stood up in court time and again. The paper can become the convenience copy and would have a shorter retention life.  Having just completed 2 years of scanning 20 years worth of records into an electronic format it is a chore but is saving us a lot of space and storage.  

Jan Corbin
7-5960

On Jul 15, 2013, at 4:43 PM, "Frederic Grevin" <[log in to unmask]> wrote:

> Wayne, if the retention of the information on these records is truly PERMANENT, I most definitely would NOT destroy the paper records. 
> 
> Nothing electronic comes even close to matching the durability and ease of preservation of good quality paper, properly stored.
> 
> In effect, there's 
> - the EVIDENTIARY status (which is the official record?);
> - the ACCESS copy (electronic); and
> - the PRESERVATION copy (paper). Note that, in this context "preservation" is not used in the legal sense of preservation for discovery.
> 
> It's the same information in different formats, so why bother to create multiple retention schedules?
> 
> Best regards,
> 
> Fred
> -----------------------------------------------------------
> Frederic J. Grevin, Vice-President
> Records Management Department
> New York City Economic Development Corporation • www.nycedc.com
> [log in to unmask] • w. 212.312.3903 • mobile 917.510.3016 • f. 212.618.5722
> 
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