Redundant and backup copies, including extra copies in storage, might be purged routinely following policy. Archival copies might be stored, with an appropriate retrieval system, on separate systems or off-site. The process should include reference to the company's retention policies for purging non-record material. For example, public information downloaded from the Internet used in planning a business trip might not be considered a record for a retention policy. Similarly, drafts of spreadsheets and graphs developed in preparing budget-support documents might be discarded if the company's retention policy considers only final versions to be records.
Proper indexing is essential.
Electronic storage does not place records physically in any connected way on a storage device. Retrieval requires the development of an indexing key for access. The keys are most effective if done when the records are being scanned. Without proper indexing, records may not be retrievable. The software and hardware used to create an electronic record may be replaced over time.