most documents had 3 copies of manifest and such -- one copy at loading port -- one copy carried on ship --one copy on another vessel in the fleet she was traveling with * ---that way in case of loss / salvage --- if the vessel was lost but the other was not they used the back up copy of the other fleet vessel --if both were lost --a copy of the land (loading port one-- mexico city --havana--santo domingo and so on) was made off the "original" and fowarded to spain --once the items were delivered to spain or the loss recorded ---the papers went into the records for "storage" --(ie the archives in spain)