The format you choose will affect your long-term records management abilities.įor more information on the legal framework you must consider when developing a file format policy refer to the Legal Framework chapter of these guidelines and the Minnesota State Archives’ Preserving and Disposing of Government Records.Īs you consider the file format options available to you, you will need to be familiar with the following concepts: Some software, such as Adobe Acrobat, is designed to convert files from one format to another. For example, Microsoft Word allows the author to select document, Rich Text Format, or text, as well as other format options.
#File format types software
However, most software allows authors to select from a variety of formats when they save a file. This is indicated by the file name suffix (e.g. The software in which a file is created usually uses a default format when the file is saved. For example, you can convert a record to another, more durable format (e.g., from a nearly obsolete software program to a text file) and that copy, as long as it is created in a trustworthy manner, is legally acceptable. Legally, your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as your approved records retention schedules require. A long-term view and careful planning can overcome this risk and ensure that you can meet your legal and operational requirements. Rapid changes in technology mean that file formats can become obsolete quickly and cause problems for your records management strategy. Electronic Records Management Guidelines File Formats Summary