It seems to me that, in the age of electronic records "... recordkeeping is the responsibility of the trusted records officer [....] -- i.e., an individual or a unit within the creating organization who is responsible for keeping and managing the creator's records and who has no reason to alter the kept records or allow others to alter them" is not a practical distinction.
The widespread use of electronic mail means that EVERYONE is a recordkeeper.
Recent federal legislation in the United States (I'm thinking specifically of the sanctions written into Sarbanes-Oxley) points that way.
This is not to suggest that there is no place for the "trusted records officer", but that the function of recordkeeping is no longer quite as distinct from that of record creator/recipient.
The educational and oversight roles of the records officer may now be more important than ever.
Best regards.
Fred
===================================================================
Frederic J. Grevin
Deputy Commissioner and Chief Information Officer
The City of New York,
Department of Records
Email: [log in to unmask]
Land phone: 212.788.8615
Cell phone: 347.436.5360
Fax: 212.788.8614
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USA
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Randy Preston
Sent: Monday, September 03, 2007 12:07
To: [log in to unmask]
Subject: Re: [RM] MAC (Management Advisory Committee) Report No 8 release / Recordkeeping in Australian Public Service / Reference
The main issue I have with this definition of "recordkeeping" is that it
conflates two very distinct records-related activities, involving two
distinct entities of responsibility, into one act. On the contrary,
record-making is the responsibility of the records creator, whereas
recordkeeping is the responsibility of the trusted records officer (a.k.a.,
records keeper, records manager or archivist)--i.e., an individual or a unit
within the creating organization who is responsible for keeping and managing
the creator's records and who has no reason to alter the kept records or
allow others to alter them.
Regards,
Randy
--
Randy Preston
Project Coordinator, InterPARES Project
The University of British Columbia
Suite 301-6190 Agronomy Road
Vancouver, British Columbia V6T 1Z3 Canada
tel: +1(604) 822-2694 fax: +1(604) 822-1200
[log in to unmask]
www.interpares.org
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Chris Flynn
Sent: 03 September, 2007 8:38 AM
To: [log in to unmask]
Subject: Re: MAC (Management Advisory Committee) Report No 8 release /
Recordkeeping in Australian Public Service / Reference
I hope this is not sent to the junk folder, I don't know that would probably
make me cry.
Recordkeeping
The making and maintaining of complete, accurate and reliable evidence of
business transactions in the form of recorded information.
This definition sounds like it was written by Ben Beard.
Chris Flynn
>From: John Dowling <[log in to unmask]>
>Reply-To: Records Management Program <[log in to unmask]>
>To: [log in to unmask]
>Subject: MAC (Management Advisory Committee) Report No 8 release /
>Recordkeeping in Australian Public Service / Reference
>Date: Mon, 3 Sep 2007 18:32:06 +1000
>
>Last Friday the Australian Public Service Commission released a report on
>recordkeeping in the APS (Australian Public Service). I will not go into
>the history of the report or how long it took to actually get published but
>list members (even those not in a Government agency) might find it of
>interest including...
>
>the definition of a record (on page 2 of the body of the report)
>the definition of what sort of records people should be capturing (useful:
>records required to do business and important: records required to meet
>obligations e.g. legal obligations)
>and the case studies of 8 Government agency (a link on the page)
>
>The information can be found at www.apsc.gov.au/mac (look for Mac Report
>no 8 or NOTE FOR FILE)
>
>
>Regards
>
>John Dowling
>
>
>PS to head off the debate re the term recordkeeping/records management I
>offer the following quotes (No correspondence to be entered into...ok if it
>irritates you to that extent send me an e-mail I can organise a junk mail
>rule....in case the Australian humour loses itself in translation "that's a
>joke Joyce" )
>
>Recordkeeping
> The making and maintaining of complete, accurate and reliable evidence of
>business transactions in the form of recorded information.
>
>Records Management
> The discipline and organisational function of managing records to meet
>operational business needs, accountability requirements and community
>expectations.
>
>from
>www.records.curtin.edu.au/recordkeeping_manual/glossary.html
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance
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>present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the
>message.
>mailto:[log in to unmask]
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