The best definition I've used that has worked very well for me is the
following:
Picture a large Circle - everything within the large circle is Company
Information
Now picture a smaller circle within the larger circle - everything
within the smaller circle is Company Record
Now picture an even smaller circle within the second circle - all that
is Company Business Records
A Company Business Record is a Company Record that:
1) Is necessary for the ongoing business operations of the Company, or
to comply with legal, tax or other regulatory requirements AND;
2) Documents business decisions, transactions, policies or positions,
operations or other official business of Company; AND
3) Falls within the description of a Record Retention Series or type in
the Company Record Retention Schedule/
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Steve Petersen
Sent: Monday, June 18, 2007 8:02 AM
To: [log in to unmask]
Subject: Records Definition
The definition of a record is again being put on the table as my company
works toward getting a handle on the electronic records process. I've
done some research , read alot of definitions(ISO ,NARA,
Consultants,ARMA
,Dirks,etc) and the consensus is that most are very general/ vague. It
seems that the general statement in them says in the transaction of
business This is then translated into that really everything an
employee creates is a record and must be saved. I'd like to ask some
questions of the list as I can see this issue dividing into 2 schools of
thought.
Vague Definition:
What other definitions do you need in policy?
- Document
- Data
- Information
- Draft,Notes,working papers
- Official record copy
- Transitory records
Do you consider the definition further narrowed/defined by the
definitions listed above and your retention schedule?
Are the transitory records part of the retention schedule ? Either in a
big bucket with a retention period or multiple series.
Do you tell the employee where/how to save these records ?
Do you start the entire context,content and structure discussion at this
point?
More specific definition
How specific ?
Don't the policies tend to get longer/more involved ?
Do you leave the other definitions listed above out ?
Does this cut down on the retention schedule series you need to add?
The problem I seem to have is that people are saying they read the
definition of a record, it's to vague and they believe that everything
they create is a records. Then they say they don't see the record in
the retention schedule but if it's really a record shouldn't it be.
Then if they need to keep it how /where to they do it and how do we as a
RIM program apply the consistency needed to keep the program in
compliance.
I know this is pretty basic RIM stuff but I struggle with trying to
come up with ways to make the general population understand the concepts
without losing them in mind numbing policies and presentations.
Thanks
Steve Petersen CRM
Records Manager
Rockwell Collins Inc
319.295.5244
"Bringing Order Out of Chaos"
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