Dear Joan:

The original is the PDF as it is the only document that is communicated to 
the addressee (in fact, the original is the PDF received by the 
addressee.  If you cc it to yourself, you have also an original as the 
document is produced as a multiple original.  If you do not, what your 
system saves at moment of sending the document is the last draft, as it 
does not contain the transmission date and time and other data added 
through transmission).  The paper letter and report are drafts.  To be an 
original a record must be the first complete document reaching its purposes 
or effects, in other words, communicated across space or time. So you 
should save the PDF, neither the Word document nor the paper documents.

I hope this helps,

Luciana

At 09:27 AM 9/26/2008, you wrote:
>Currently my organization is reorganizing our electronic file 
>structure.  We are having great opportunities.
>
>My question:  We write a cover letter to a tenant, save it in Word, print 
>it, and scan it with it's accompanying report (which is provided by an 
>outside agency), save it in a PDF, and email (or fax) the PDF to the tenant.
>
>So - the original of the letter is the paper.  The original of the report 
>is the paper.  I propose that the Word copy can be deleted, but we keep 
>the PDF of letter and report.
>
>Does this make sense to you?
>
>Thanks,
>
>Joan Brunning-Symons
>File Coordinator
>
>Winnipeg/Property Management
>
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Dr. Luciana Duranti
Chair and Professor, Archival Studies
Director, InterPARES Project <www.interpares.org>
School of Library, Archival and Information Studies <www.slais.ubc.ca>
The University of British Columbia
Suite 470, Irving K. Barber Learning Centre
1961 East Mall
Vancouver, B.C. V6T 1Z1
Tel. 604/822-2587
FAX 604/822-6006
E-mail: [log in to unmask]
http://www.lucianaduranti.ca

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