Glossary search

convenience file

Broader Term: 

(also crutch file), n. ~ A file containing duplicates of records kept near the point of use for ease of reference.


Because convenience files contain duplicates of the record copy, preserved elsewhere, they are often considered nonrecords. The documents in a convenience file are often called convenience copies.

(Texas A&M Procedures 2002) Care must be taken by records management coordinators and University executives in determining if duplicate records are convenience copies or if two or more copies of the same information or records series are to be considered an official record copy. It is possible for the same information or records series to be present in two or more units of the University and be the official record copy in each unit if it serves a different function in each of the units.