Convenience Copies

Convenience copies are any copy of a Master Record made for reference or convenience

• Can be in any format

Retention requirements do not apply to convenience copies

• You should have a plan for disposing of convenience copies at or before end of retention period for master record

If you scan a paper record, determine whether the scan will be designated as the master record.

• If so, treat it accordingly
• If you scan a paper record with inherent historical value, make plans to keep the paper original

Note: If a master record is disposed of and the convenience copy is not the convenience copy becomes the master record.