Secondary (Duplicate) Copies

Copies of records (created or received), provided the agency retains its primary copy of the record in accordance with the current approved minimum retention period.


Includes, but is not limited to:  Data extracts and printouts from agency information systems;  Cc’s of emails, provided the agency is retaining its primary copy of the email;  Convenience/reference copies of records;  Duplicate and near-duplicate images/photographs provided the selected “best” image(s) documenting the occasion/object is retained.