Regarding "official records"-
Let me pose a question here:
When a copy of a document (which may be an "official record" in some
context) is used in another context (software evaluation, etc) then can
(should) it become an entirely different "official record" in that new
context?
The example that John Dowling posed: That document might appear in three
different context - the individuals personal file; a financial file
authorising the payment of a bonus; a file identifying rewards and
payments.
Could we argue that these are three seperate records, each with a
different purpose?
Should they be stored individually, even in the electronic document
repository?
If so, it could certainly clarify retention requirements and methods,
couldn't it?
Regards
Jay
Jay Maechtlen
Ameriquest Data Service
This is just a test... if this was an actual sig, you would have been
mildly amused...
Records Management Program <[log in to unmask]> wrote on 01/05/2006
04:21:56 PM:
> Hi John,
> I'm glad you joined the discussion because this seems to point us to the
> issue of applying retention to electronic documents in an electronic
> document management system. I believe that one of the "benefits" of an
EDMS
> is to eliminate the duplicate copies and keep only one copy of each
> document. This is great, but I think it requires a very careful
retention
> analysis of each document so we retain the document to meet each and/or
all
> purposes of the document. Or do we allow each recipient of the document
to
> file/register/declare the record under the retention code that applies
to
> their purpose? If that is the plan, then we have defeated the benefit
of
> eliminating copies.
>
> Any thoughts?
> Mary
>
> Mary W. Haider
> Records & Information Manager
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
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