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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