Hi Linda,

Are you ready? From a Records Management perspective you now have two
original records. From a policy perspective I recommend you designate the
most current version of your electronic record as the "record" or archival
copy. There are two primary reasons to keep the original paper copy (apart
from any unstated legal reason) for convenience and because they contain
intrinsic value. The hardcopy exists so there is little additional cost to
maintaining them for the sake of convenience. There is a cost associated so
keep an eye on it. The intrinsic value goes to the idea that two basic
principles work in imaging these types of archival records. The records that
have intrisic value (the declaration of independence) and those that have
value due to their total volume. You keep the records in hard copy that have
intrisic value even thogh they have been imaged and use discretion in
maintaining records that do not have intrinsic value.

Chris Flynn
  -----Original Message-----
  From: Archives & Archivists [mailto:[log in to unmask]]On Behalf
Of Linda Rothbart
  Sent: Tuesday, March 14, 2006 11:41 AM
  To: [log in to unmask]
  Subject: Digital records vs. Hardcopy ... keep both?


  I am working on a small association archives. We archive items such as
annual reports, minutes of meeting, brochures, publications, etc. Many

  items are now available both in hardcopy and pdf files....is there any
reason to keep the hardcopy if we have the pdf file? Any thoughts or

  reference to literature on this topic would be greatly
appreciated...Thanks, Linda Rothbart

        *Rothbart
                           Information Solutions

        Linda Rothbart
        1557 Trails Edge Lane
        Reston VA 20194
        tele:  703-689-4841
        fax:  703-689-4860
        cell:  703-973-6514


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