Frequently Asked Questions

What is the difference between a master record and a convenience copy?

Every record is either a master record or a convenience copy. Master records are the official record that is retained as the original, and is subject to the retention schedule. These require a Request for Internal Approval to Dispose of State Records Form when the retention has been met. The master record may be in paper, electronic, or another format.

Convenience copies are all other copies of the record that were created only for convenience or reference or research. These can be destroyed at any time and do NOT require approval to be disposed.

CAUTION: If a convenience copy is retained AFTER the master copy is destroyed, then the convenience copy BECOMES the master record. In this situation, a Request for Internal Approval to Dispose of State Records Form would be required in order to destroy (or archive) the record.

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