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Records Authority
Category: Access and Security

Access Copy

Simply put

An access copy is a version of a record made available for people to view or use, so that the original record does not have to be handled directly. It typically has insufficient evidence in the provided sources to describe its precise recordkeeping characteristics.

Formal definition

The evidence packet supplied does not contain reliable, on-topic material describing 'Access Copy' as a recordkeeping term; the available sources concern copy-and-paste and object-copying functions in Microsoft Access software, which are unrelated to the records management concept. As a result, a defensible practitioner-level definition cannot be constructed from this evidence. In general recordkeeping usage, an access copy is typically understood as a reproduction of an authoritative record provided for reference or use in order to protect the original or preservation master, and it should be distinguished from the authoritative record itself, from a preservation copy, and from a working draft; however, this characterization is not supported by the sources provided and would require verification against appropriate records management authorities.

Why it matters

The concept of an access copy matters because handling authoritative or original records directly can expose them to loss, damage, or alteration, which in turn threatens the authenticity and integrity that give a record its evidential value. Providing a separate copy for reference or day-to-day use is a common protective practice, allowing an organization to satisfy the need for access while preserving the condition of the original or preservation master. The distinction is particularly relevant where records must remain trustworthy over time or may be relied upon in legal, regulatory, or archival contexts.

It should be noted that the evidence provided for this entry does not support a detailed account of how access copies function within recordkeeping. The supplied sources concern copy-and-paste and object-copying operations in Microsoft Access software and are unrelated to the records management concept. For this reason, the characterization offered here is general and should be verified against appropriate records management authorities before being relied upon in practice. Practitioners should treat the term with caution and confirm its precise meaning, scope, and handling requirements against their own jurisdictional and organizational standards.

Who it's relevant to

Records managers
Records managers may use access copies to balance the competing demands of making records available and protecting the condition and integrity of originals or preservation masters. Any local definition and handling procedure should be confirmed against relevant records management standards and organizational policy.
Archivists
Archivists often distinguish between copies provided for reference and use and preservation copies held for long-term safekeeping, so that fragile or valuable originals are not handled unnecessarily. The specific practices involved depend on the repository and applicable preservation guidance.
Information governance officers
Those responsible for information governance may need to ensure that access copies are managed consistently with policies on authenticity, integrity, and the distinction between authoritative records and copies. Because the supporting evidence here is limited, the term should be defined precisely within local policy before being applied.

Inside Access Copy

Surrogate for the authoritative record
An access copy is a reproduction created to allow users to consult content without handling the authoritative record. It stands in place of the original for reference purposes and is not itself the record of record.
Preservation-protective function
Access copies typically exist to reduce wear, degradation, or exposure risk to fragile, valuable, or original records, particularly where repeated use could compromise the integrity or usability of the source.
Format suited to use
An access copy is often produced in a format optimized for consultation or delivery, which may differ from the format used for long-term preservation. Depending on organizational policy, this could involve a more readily viewable rendition rather than a preservation master.
Derived integrity relationship
The access copy derives from an authoritative source and should be linked to it. Its usefulness depends on a documented relationship to the source so that users can understand what it represents and how faithfully it reflects the original.
Distinct status from the record
Because it is a copy rather than the authoritative record, an access copy generally does not carry the same evidential weight and may be governed differently under retention and disposition rules, depending on jurisdiction and organizational policy.

Common questions

Answers to the questions practitioners most commonly ask about Access Copy.

Is an access copy the same as the authoritative record?
No. An access copy is a surrogate provided for reference, use, or dissemination, whereas the authoritative record is the version relied upon as evidence of activity. The access copy is derived from the authoritative record or a preservation master, and it should not be treated as the record of last resort. Depending on organizational policy, an access copy may lack some of the properties, such as full integrity controls or contextual metadata, that establish the authenticity and reliability of the authoritative record.
Does making an access copy count as archiving or preservation?
Not typically. Creating an access copy is a use and dissemination activity, not a preservation activity. Preservation is concerned with maintaining the integrity, authenticity, and long-term usability of the record itself, often through a preservation master. An access copy is generally a derivative optimized for viewing or distribution and may be regenerated or discarded without affecting the preserved record. Conflating the two can lead to the mistaken assumption that retaining access copies satisfies preservation or retention obligations.
How should access copies be linked to their source record?
In many implementations, access copies are associated with the authoritative record or preservation master through metadata that identifies the source, the relationship, and the point of derivation. Maintaining this linkage helps demonstrate that the access copy reflects the record and supports traceability. The specific mechanism depends on the recordkeeping system and organizational policy, but the general aim is to ensure that a user can determine which record an access copy represents and can locate the authoritative version if needed.
Do access copies need to be retained under a retention schedule?
This depends on organizational policy and how the copies are classified. Access copies are often treated as convenience or working copies rather than as the record subject to formal retention, in which case they may be disposed of when no longer useful without invoking the disposition process applied to the authoritative record. However, practices vary, and organizations should define explicitly whether access copies fall inside or outside their retention framework to avoid ambiguity.
Should access copies be included in the scope of a legal hold?
Requirements for legal holds vary by jurisdiction and sector, so this should be determined with reference to applicable obligations and organizational policy. In general, the authoritative record is the primary focus of preservation obligations, but where access copies contain relevant content or the authoritative version is not otherwise preserved, they may need to be retained. Organizations typically address the treatment of copies within their hold procedures rather than assuming copies are automatically in or out of scope.
How can access controls be applied to access copies without compromising the authoritative record?
Access copies are frequently used precisely to enable controlled use while protecting the authoritative record from alteration. Depending on the system, this may involve restricting write access to the authoritative version, applying permissions to who can view or receive access copies, and redacting or limiting access copies where sensitivity, privacy, or security considerations apply. The overall approach depends on organizational policy and any applicable privacy or security obligations.

Common misconceptions

An access copy is the same as the record and can replace it for evidential purposes.
An access copy is a surrogate intended for consultation, not the authoritative record. The properties that give a record its evidential value, such as authenticity, reliability, integrity, and usability, attach to the authoritative source. Whether an access copy carries any evidential weight depends on jurisdiction and organizational policy, and it should generally not be assumed to substitute for the record.
Making an access copy is a form of archiving or preservation.
Creating an access copy supports use and can protect an original from handling, but it is not the same as preservation. Preservation typically focuses on maintaining the authoritative source over time, often through a preservation master, whereas an access copy is a use-oriented rendition. The two functions can be related but should not be conflated.
An access copy is always identical in format and fidelity to the source.
Access copies are often produced in a format optimized for viewing or delivery, which may differ from the source. Depending on how the copy is generated, it may not reflect every characteristic of the original, so its relationship to the authoritative source should be documented rather than assumed to be an exact match.

Best practices

Clearly label access copies as copies and distinguish them from the authoritative record so users do not mistake a surrogate for the record of record.
Maintain a documented link between each access copy and its authoritative source so that its provenance and the fidelity of the reproduction can be understood.
Select an access format appropriate to the intended use, while keeping it separate from any preservation master used to protect the source over time.
Apply retention and disposition rules to access copies according to organizational policy, recognizing they may be governed differently from the authoritative record and that requirements vary by jurisdiction and sector.
Use access copies to reduce handling of fragile, valuable, or original records, reserving direct access to the source for cases where it is genuinely required.
Review access copies periodically to confirm they remain usable and continue to accurately represent their authoritative source.