05 / Compare before concluding

Duplicate-Looking Records Checklist

Two copies can look alike without serving the same purpose. Use a comparison checklist while the actual files stay in your own archive.

Compare two generic copies

Use only the preset generic labels. Do not enter names, account or contract numbers, balances, Social Security numbers, dates of birth or document contents. No files are uploaded and nothing in these worksheets is sent to the publisher.

Choose two different generic copy labels. Mark a prompt when you want to keep it in view; the marks do not measure confidence or establish that the documents are duplicates.

First generic copySecond generic copy

Compare the document category and generic record-set label.Compare the document date and the date the copy was saved.Check whether both copies describe the same time period.Compare page counts, page labels and any visible differences.Ask whether the copies serve different purposes or preserve different information.Seek clarification before treating an uncertain copy as redundant.

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Start with generic labels only.

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Similarity is a question to investigate

Repeated branding, a shared heading or matching saved-copy dates do not establish that two documents contain the same information. A copy may preserve a different period, include a different notice or be missing a page.

This checklist never analyzes files. It does not compare contents, verify authenticity, identify duplicates or recommend deletion. Keep any uncertain difference visible in your own notes and ask the responsible source to explain it.

Compare like categories

A plan overview and a statement can share labels while answering different questions. Establish the category before treating the copies as comparable.

Keep date meanings separate

A saved-copy date describes your file handling. An issue date or coverage period describes something else. Record the distinction in your offline archive.

Retain the open question

When the difference is unclear, prepare a question about that difference. A full checklist is not permission to discard a record.