Identify the source
Note the device, app or service and, when possible, keep original files with their metadata.
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Preserve the record,
not only the screenshot.
A screenshot can be a helpful snapshot, but it often shows only a small part of the full record. Preserve the source, date and lawful access context so the information remains meaningful.
Why it matters
Why is a screenshot sometimes
incomplete, and what should I keep?
A screenshot can miss important details like who was involved, the date and time, earlier messages, edits, or where the information came from. Keeping the original along with a working copy and a backup helps preserve the full context.
What this shows
- All participants in the conversation
- Dates and times for each message
- Earlier and later messages for context
- Attachments and links
- Source information from the original app or device
What can be lost
- Who else was part of the conversation
- When the messages were sent
- Important messages before or after
- Attachments, links or media
- Where the information came from
- Edits or deleted content
Preserve in three places
Keep the original, a working copy, and a backup.
Storing your records in more than one place reduces the risk of loss and keeps the information usable when you need it.
01 Original
From the sourceKeep the record in its original form from the device, app or service where it was created. This preserves metadata and context that a screenshot may not include.
02 Working copy
For day-to-day useMake a working copy for reference, organization and sharing. You can redact sensitive information when appropriate. The working copy may be a PDF or another common format.
03 Backup
For long-term safetyKeep a backup in a separate location, such as an external drive or secure cloud storage. A copy in a different location helps protect against device loss or damage.
Key principles
Provenance and lawful access matter.
Records are most useful when you can explain where they came from and that you obtained them through lawful access. This helps maintain context and supports their credibility.
Keep date and access context
Record when you saved the information and that you accessed it in a lawful way.
Understand the limits
A hash or preserved file is not proof of authorship or authenticity. Preservation formats differ from upload formats.
Common sources
Different sources, different steps.
The steps to preserve a record can vary depending on the source. Here are some common examples.
Messages
Text and group messages from your device.
Include full headers when possible.
Photos and videos
Keep original files from your device or cloud service.
Files and documents
Save the original file, not just a screenshot or printout.
Practical tips
Tips for preserving digital records.
- Whenever possible, keep the original from the source.
- Also make a working copy for everyday use.
- Store a backup in a separate location.
- Note the date, source and how you obtained the record.
- Keep the full conversation or file, not just a screenshot.
- Avoid altering the original file.
- Be mindful of privacy and only share what is appropriate.
File naming: use a consistent date, source and short description on working copies, such as 2024-04-16_email_notice_working-copy.pdf. Keep the original filename separately.
Need more guidance?
Download a simple checklist with these steps, or explore our other resources.