Do I really need to keep duplicate copies and convenience copies, or can I delete them anytime?

The short answer: usually yes, you can delete convenience copies whenever you like — but not always, and the distinction matters. Whether a copy is safe to discard depends on its role, not just on the fact that it is a “copy.”

Record copy vs. convenience copy

Every organization should be able to point to one record copy — the official version that satisfies its business, legal, and historical needs. That copy is governed by a retention schedule and may only be destroyed when the schedule authorizes it.

A convenience copy (sometimes called a reference, working, or duplicate copy) is an extra instance someone keeps for personal ease of access — a printout in your desk drawer, a file dropped in your own folder, a forwarded email kept “just in case.” When an identical record copy is being retained somewhere else under an approved schedule, these duplicates generally have no independent retention value and can be deleted at any time. NARA’s General Records Schedules even authorize routine disposal of such non-record duplicates.

When you must NOT delete a copy

Be careful before assuming a copy is disposable:

• It is actually the record copy. If no other official version exists, “the duplicate” is your record. Deleting it destroys the record.
• It carries unique information. Annotations, comments, sign-offs, or routing notes can make a copy substantively different — and therefore a record in its own right.
• A litigation hold or investigation applies. Once a legal hold, audit, FOIA request, or Privacy Act matter is in play, you must preserve all relevant copies, convenience copies included, until the hold is lifted.
• No record copy is confirmed elsewhere. Don’t delete on the assumption that “someone else has it.” Verify first.

A practical rule of thumb

Identify and protect the record copy. Once that is safely under retention, treat true convenience copies as disposable — and dispose of them routinely, since unmanaged duplicates create storage cost, security exposure, and discovery risk. When in doubt, check your retention schedule or ask your records officer before deleting.

For more on records concepts, see the fundamentals topic hub.