Preserving digital records

Preserve content, context, metadata and technical usability together.

A screenshot can be useful evidence but is not always an adequate archival substitute for the underlying record. Preserve original files or exports where lawful and practical, together with metadata explaining creation, dates, responsible body, version and relationships.

For databases and dynamic systems, preserve an intelligible export, schema or documentation sufficient to understand the record. Do not treat a live Google Sheet or application database as the permanent archive merely because it once acted as the service master.

Live operational records should remain in the responsible business system until they are ready for archival transfer. Archival transfer then preserves records when they cease to be active business records.