Morning List!

I believe that the best way to describe a record is to also compare it
against a document at the same time (note expanded from ISO
Definitions): 

*	document - any information or object in any form produced or
received by 'your organisation'; may be ephemeral and may not have any
long term commercial, legal or knowledge value; can exist in several
versions and can be edited;

*	record - information created, received, and maintained as
evidence (of advice, an action, decision or transaction) and information
in pursuance of legal obligations or in the transaction of business;  is
not ephemeral and will have long term commercial, legal or knowledge
value; only one version can exist and must be static/un-editable;



Regards,


Clifford Campbell
Information Analyst
Information, Communications & Technology Team
DDI +44 (0) 131 200 7530
Mob +44 (0) 796 720 1083

Switchboard +44 (0) 131 228 8000
www.dundas-wilson.com

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Brianne Scott
Sent: 12 November 2007 18:05
To: [log in to unmask]
Subject: Definition of a "Record"

Good morning,

 

Brianne here, I was on the ListServ a while back but had to unsubscribe
due
to the volume of emails coming in (using work email!!).  Now I've
re-subscribed using my personal email account, so bring on the emails :)

 

Any ways, my question this morning is for my fellow Albertan's (although
feel free to reply even if you're not in Alberta).

 

I'm trying to find the best possible definition of a "record" for my
organization (Calgary Board of Education), one that will address
regulatory
and legal compliance issues.

 

At this point I've come up with this definition (which I've combined
from
various sources):

 

"Recorded information, regardless of medium or characteristics, made or
received by an organization that is evidence of its operations.
Including
images, audiovisual recordings, books, maps, drawings, photographs,
electronically stored documents, notes, etc.; it does not include
software
or any machines that produces records.  

 

Although some in the Board would like to use the definition from the
FOIP
Act

 

"record" means a record of information in any form and includes notes,
images, audiovisual recordings, x-rays, books, documents, maps,
drawings,
photographs, letters, vouchers and papers and any other information that
is
written, photographed, recorded or stored in any manner, but does not
include software or any mechanism that produces records." 

 

Any suggestions on which one I should use? Is there a difference between
the
two, other than FOIP has more on its list?  Any one else using something
different?

 

I very much appreciate any feedback.

 

Brianne

 

 

 

 


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