1) Just because several people have exact copies of the same document, doesn’t mean only one person keeps a copy of the record
- What if all people think the other people will keep a copy, and destroy it?
- Copies may have notes, additional information, etc., added by people—showing historical action on records by institutional staff over time
2) A duplicate (photo) copy of a document is not the original document, but is legally acceptable
- Maybe doesn’t look nice for historical purposes like exhibits or videos
3) Know the difference between record copies, working/convenience copies, backup copies, and distribution copies
4) Label your stuff!
- Good folder title (physical or digital) will save unit staff time, and help archivists in the future preserve records more quickly
- Also, helps identify if records are type that could have Personal Identifiable Information (PII) needing to be redacted or restricted
5) Destruction of records does not mean recycling in public recycle bins or throwing in the trash on campus
- Most understandings in legal terms for destruction means shredding or inaccessibility of the information on the record
