Archiving records can be done by any means as long as what is available when requested?

• A. Hard copies must be available when requested
• B. Digital copies only are acceptable
• C. Records can be discarded after one year
• D. Records must be shredded annually

Answer: (A)

The main idea is that records must be accessible and able to be produced in a usable form when someone asks for them. You can archive by any method (digital, paper, or other secure storage), but you must ensure that a complete, readable set of records can be provided on request. Hard copies being available ensures a reliable, tangible form that regulators, auditors, or clients can verify if they request documentation. Digital copies are useful, but they don’t replace the obligation to supply physical copies if that’s what’s requested. Discarding records after a short period or shredding them annually would defeat the purpose of being able to produce them when needed.