Kathy,

I prefer the Australians definition, but that's just me. John Montana
will probably tell you to adopt the Federal definition, but then he is a
lawyer. IMHO it is always dangerous to build your own definition for
"record" unless you have a total understanding of the ramifications.
Being a core term to your organizations operations the impact can be
"costly". I would recommend take what these folks send you, pick the
best definition that fits your needs and implement it without changing a
word. 

BTW I tend to agree with your folks, call a record a record. Your
definition should be inclusive and exclusive. Let the retention schedule
deal with the details. 

Chris Flynn 
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Kathy Kramer
Sent: Wednesday, December 28, 2005 9:46 AM
To: [log in to unmask]
Subject: "Official Record" definition

Hello Records Management folks,

I am looking for an "official record" definition.  Here is what we
currently use:  Official Record - the most complete set of documents
recording company transactions, decisions, processes or policies.
Signed
original documents would also be considered the official record.
I've gotten some push back from internal employees who don't like the
term
"complete" and are also thrown off by "official".
Any ideas?

Kathy Kramer
Colorado Springs Utilities
Continuous Improvement Department-Records Management
719-668-8322
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