Sorry...I had to give this a little thought to untangle...

 
A conformed copy is a special type of authentic copy in which written explanations are 
substituted for certain intrinsic elements that could not be, or were not copied (e.g., a 
signature).  This is less common these days given the ability to duplicate records using 
photocopiers, etc.  A conformed copy is, in fact, a subset of an authentic copy in the sense 
that all conformed copies are authentic copies, but not all authentic copies are conformed 
copies.  Both conformed copies and authentic copies refer to copies of documents created 
for use in a legal setting (e.g., a court of law), as opposed to a 'copy in form of original,' 
which, although similar to an authentic copy, is not created for use in a legal setting.  A copy 
in form of original is, instead, created for use within the creator body for fulfill the same 
purpose that the original record was created to fulfill (i.e., have the same force and effect).  
In some settings, the term 'duplicate' is interchangeable with 'copy in form of original' as 
long as the duplicate is used to signify a "new original, made to take the place of an 
instrument that has been lost or destroyed, and to have the same force and effect" (Black's 
Law Dictionary).
 
It is interesting to note, also, that when dealing with digital records, every time a saved 
record is recalled (and hence reconstituted from its various digital components), a copy in 
form of original is made, assuming the creator treats it as such.  And each time we move 
records to another system, if the documentary form remains intact, we ipso facto make a 
copy in form of original (again, assuming the creator treats it as such)
 
The definitions of each of these types of records is as follows:
 
1. Conformed copy: An exact copy of a document on which has been written explanations of 
things that could not or were not copied; e.g. written signature might be replaced on 
conformed copy with notation that it was signed by the person whose signature appears on 
the original. [Source: Black's Law Dictionary] 
 
2. Authentic copy: A copy certified by an official authorized to execute such a function, so 
as to render it legally admissible in court. [Source: InterPARES Terminology Database] 
 
3. Copy in form of original: A copy identical to the original and having the same effects, but 
generated subsequently. [Source: InterPARES Terminology Database]
 
A helpful resource for archival/records management definitions is the InterPARES 
(International Research on Permanent Authentic Records in Electronic Systems) 
Terminology Database (http://www.interpares.org/ip2/ip2_terminology_db.cfm).  The terms 
"conformed copy" and "duplicate," will be added to this database in the near future.
 
Catherine Yasui, M.A.
University of British Columbia

On 31 Oct 2006 at 10:05, Tracey Black wrote:

Thanks to everyone for their input on the "Conformed Copy".  I
appreciate all your assistance.  

Have a great day!

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