We use a similar visual for describing records in a venn diagram. It
consists of showing a square indicating the universe of company
information, with the large circle as "official" records (using a
similar definition for records, then everything outside of a company
record circle is a non-record (duplicate, convenience, reference,
working with no record value). Within the official records circle we
further described a smaller circle for "legal" records with specific
retention requirements and another smaller circle intersecting that one
as vital records. Then, on the lower part of the square (including the
lower portion of all circles within the square), we drew a line with the
majority upper portion as "short term" and the lower portion as long
term. It helps staff to understand that only certain records are
official copies, few have retention requirements, fewer yet are vital,
most official and non-records are short-term, and only very little of
the vital, legal official records are long-term or archives.
In the scenario that Melissa described the employee copy of the expense
report belongs in the non-record category (outside the official record
circle). Those non-records are listed as convenience, duplicate copies
on our retention schedule with a very short retention (1yr).
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Melissa Guenther
Sent: Monday, June 18, 2007 12:39 PM
To: [log in to unmask]
Subject: Re: [RM] Records Definition
Here's an example - Expense Reports.
Once an expense report is submitted for payment, the Financial
organization that is responsible for payment is the record owner and
that is the Company Business Record. The employees' copy is still a
Company record, but does not need to be retained - in fact, it can be
detrimental for the Company and the individual to have copies of some
records.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Greg Schildmeyer
Sent: Monday, June 18, 2007 9:16 AM
To: [log in to unmask]
Subject: Re: Records Definition
Melissa,
I think your definition of a business record is good. However, I'm
curious what you would call and how you would define that material that
is in the second circle (Company Record) but outside of the third circle
(Company Business Record). What other kind of "record" is there that
isn't related to the business of the company, and if it is a "record"
why would it not be included on the Record Retention Schedule?
Greg Schildmeyer, CRM
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Melissa Guenther
Sent: Monday, June 18, 2007 10:40 AM
To: [log in to unmask]
Subject: Re: Records Definition
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/
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