Jesse brings up some good points both inside of and without an ERMS. I'm 
not certain why you wouldn't give users the ability to make changes to 
their own work.  Seems like you're defeating the purpose of having a ERMS 
and that is to share information within the organization. 

Inside of an ERMS,what you are trying to do is considered versioning.  In 
our organization, staff have an option.  Declare the original report as a 
record and all future versions can be tracked as a record.  Store it as a 
document and do the same.  What I recommend to staff is this, that they do 
all the work as a document.  When future versions, changes or drafts are 
made, those changes and the original are worked on as a document.  At some 
point in time, that report will be finalized.  I suggest to staff that 
they store the final copy as a record, where it will be locked down in 
content.  The user has the opportunity to store all past drafts of that 
report if they want to show the decision making process.  If that process 
is not important, the short retention period for documents will do away 
with the drafts.

Outside of an ERMS, it becomes really challenging and I wouldn't want to 
go there. 

John Annunziello
Manager, Records and Information 
Toronto and Region Conservation Authority
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"Information is a corporate, strategic asset that needs to be managed"

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