- Published
- Updated
Changing a file format may support long-term access. A technically successful conversion does not demonstrate that the original record’s necessary content, context and relationships remain available in the new representation for later review.
Preserve the meaning of data
Define the properties to preserve before conversion. Visible text, tables, signature explanations, attachment links and machine-readable fields may matter differently according to intended use. Link original and converted file identities. Do not rely solely on an equal page count; consider the questions that the record must answer when it is retrieved in the future.
Worked example
For example, conversion moves report footnotes onto a different page and loses one symbol. The team compares representative simple and complex files, adding material differences to an exception list. It makes the role of the converted copy explicit and identifies the controlled source available when original context is required.
Review checks
- Compare examples containing text, tables and special symbols.
- Link original and target file identities to the conversion job.
- Route functional losses to reasoned acceptance or correction.
Acceptance and boundaries
Acceptance demonstrates preservation of properties needed for the selected use and explains remaining limitations. Whether an original format can be removed is a separate retention decision, not an automatic consequence of conversion success. Proportionate checks may replace manual review of every file, but one easy example should not be treated as representative of every document type.
Frequently asked questions
- Is an equal page count sufficient?
- No. Content, meaning and important relationships can be lost even when the page count stays unchanged.
- Can the earlier file be deleted immediately?
- Not without assessing the retention arrangements, verification evidence and applicable requirements.