Which statement about record retention and electronic documents is true?

• A. When considering the selection of filing cabinets, the courts only concern should be cost.
• B. Record schedules should be reviewed once every six months.
• C. Electronic document system can scan and digitize documents.
• D. The court does not need to keep a record of records that are destroyed.

Answer: (C)

Electronic document systems can scan and digitize documents, turning paper records into searchable electronic files. This ability is central to effective record retention because it enables consistent storage, easier retrieval, and long-term preservation while meeting retention policies. Scanned documents can be indexed with metadata, protected with access controls, backed up, and kept according to policy, which also reduces physical storage needs and the risk of loss.

Other statements miss key realities: choosing filing cabinets should consider factors like security, durability, accessibility, and disaster resilience, not just cost. Record schedules should be reviewed on a regular basis as needs and laws change, not only every six months. And records that are destroyed should be logged to maintain accountability and an auditable trail.