I'd like to thank everyone who responded to my query on 4 May about destroying the originals of scanned long-term records e.g. pensions.

I received 8 replies off-list.  These reflected a variety of views:  many advocating the scan and destroy policy, one preferring the belt and braces approach of scanning and microfilming at the same time, others more cautious concerned with the digital preservation and long-term accessibility of scanned records.

Nearly everyone referred to the importance of BSI BIP 0008:2004  'Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically'.  My attention was also drawn to a very useful NAA document 'General Disposal Authority for Source Records that have been Copied, Converted or Migrated'  http://www.naa.gov.au/recordkeeping/disposal/authorities/gda/PDF/GDA_copied_records.pdf, which provides information about what we should do before deciding to destroy the originals.

Here at Gwynedd, we have decided to abandon our microfilming activities and concentrate on scanning.  However we will not be destroying any original records until we have the appropriate policies and procedures (including a digital preservation strategy) in place and that we comply with BSI BIP 0008.

Thanks to all

Mared

Mared Owen
Rheolwr Gwybodaeth Cynorthwyol / Assitant Information Manager
Uned Gwybodaeth / Information Unit
Cyngor Gwynedd / Gwynedd Council
Ffôn: 01286 679838

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