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Because there is a lot of activity in the Board offices, the administrator asks if they can transfer the records every two months. When the digital records are transferred, there are printable versions, digital versions for the Board’s tablets, and the final version of the files in the original file format. The records schedule indicates that the permanent records are the ones that the Board uses during the monthly Board meetings. With the records manager and the Board administrator, the archivist decides to accept the digital versions for the Board and the final file version in the original file format.
What is considered the copy of record? If it is the version that is a PDF file, you may need to consider also preserving the version in its original file format. See the recommended formats chart
How will you package the records when they are transferred every two months? Will you hold the files in a ‘temporary storage’ area? Or will you package and transfer to digital preservation storage semi-monthly and identify the records as a series using the OAIS AIC concept?
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