John,
This is how the State of Texas defines a record:
(8) "Local government record" means any document, paper, letter, book, map,
photograph, sound or video recording, microfilm, magnetic tape, electronic
medium, or other information recording medium, regardless of physical form
or characteristic and regardless of whether public access to it is open or
restricted under the laws of the state, created or received by a local
government or any of its officers or employees pursuant to law, including an
ordinance, or in the transaction of public business. The term does not
include:
(A) extra identical copies of documents created only for convenience of
reference or research by officers or employees of the local government;
(B) notes, journals, diaries, and similar documents created by an officer or
employee of the local government for the officer's or employee's personal
convenience;
(C) blank forms;
(D) stocks of publications;
(E) library and museum materials acquired solely for the purposes of
reference or display;
(F) copies of documents in any media furnished to members of the public to
which they are entitled under Chapter 552, Government Code, or other state
law; or
(G) any records, correspondence, notes, memoranda, or documents other than a
final written agreement described by Section 2009.054(c), Government Code,
associated with a matter conducted under an alternative dispute resolution
procedure in which personnel of a state department or institution, local
government, special district, or other political subdivision of the state
participated as a party, facilitated as an impartial third party, or
facilitated as the administrator of a dispute resolution system or
organization.
You will find additional information at these web sites that may be of
assistance.
http://www.tsl.state.tx.us/slrm/recordspubs/lgbulld.html
http://www.tsl.state.tx.us/slrm/recordspubs/gr.html
Hope this helps in putting your Records retention policy in place.
Linda Garrison
City of Houston
Records Management Office
-----Original Message-----
From: Bartholomew, John C [mailto:[log in to unmask]]
Sent: Tuesday, February 17, 2009 9:22 AM
To: [log in to unmask]
Subject: Definition of a Record
I know this is really back to basics. I am working with a group to put a
Records Retention Policy in place and would like to start by defining
exactly what is a record. Does anyone have a good, comprehensive definition
I could use?
Thank you,
John Bartholomew
John C. Bartholomew
Concurrent Technologies Corporation
Executive Director
Corporate Governance & Compliance
(412)992-5348
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