The other way to look at this is: When is this not a record. We have a simple test in our training series that qualifies this question.
1. Is it a rough working paper and/or calculations created in the preparation of official records?
2. Is it a draft not intended for further use or reference, excluding official version drafts of agreements, submissions and legal documents?
3. Is it a duplicate?
If you were able to answer any of these questions with a YES, then it is NOT a record.
Train early, Train often, Train everybody.
Thanks,
Kim Payne
Records Readiness Learning Series
--------------------------------------
Phone: 702-289-4230x2011
www.RecordsReadiness.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Luciana Duranti
Sent: Wednesday, May 13, 2009 8:44 AM
To: [log in to unmask]
Subject: Re: When is a document not a document
Anything that is kept is meant to be communicated through time
(somebody intends to go back to it eventually). I think that
communication is implicit in information just like data, content,
form, etc. As communication is a a feature of any information, I do
not think that it is the what distinguishes a document from a
record. What makes a record is its network of relationships with the
activities in which it participates and with other records as
expressed by where it is filed, or by its place within a
classification system (which would hopefully be in relation to a
retention and disposition schedule).
Luciana
At 08:29 AM 13/05/2009, you wrote:
>Luciana said "...except for the fact that they all say that records are
>documents (recorded information) or information, and information is
>defined as "intelligence given" (Samuels), which means "a message
>conveyed", meaning intended for communication, either across time or
>across space."
>
>Fair enough, but as others have pointed out in their replies to this
>query, there are many documents that are created and then not
>communicated, at least not immediately (which may or may not fall within
>the span of a retention requirement).
>
>I submit that if the formal definitions I cited earlier had intended to
>include "communication" as an enabling factor, they would have
>explicitly said so--it's in the nature of such definitions.
>
>Without such an explicit statement, I would normally (there are always
>exceptions) say that communication / transmission of a document, or the
>absence thereof, has no bearing on the records status of the document.
>
>Call me literal-minded, if you like.
>
>Fred
>===================================================================
>Frederic J. Grevin
>Deputy Commissioner and Chief Information Officer
>The City of New York,
>Department of Records
>Email: [log in to unmask]
>Land phone: 212.788.8615
>Cell phone: 347.436.5360
>Fax: 212.788.8614
>www.nyc.gov/records
>31 Chambers Street
>New York, NY 10007
>USA
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance
>To unsubscribe from this list, click the below link. If not already
>present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body
>of the message.
>mailto:[log in to unmask]
Dr. Luciana Duranti
Chair and Professor, Archival Studies
Director, The InterPARES Project www.interpares.org
Director, Digital Records Forensics Project www.digitalrecordsforensics.org
School of Library, Archival and Information Studies www.slais.ubc.ca
The University of British Columbia
The Irving K. Barber Learning Centre
Suite 470, 1961 East Mall
Vancouver, British Columbia V6T 1Z1 CANADA
Tel: 604.822.2587
Fax: 604.822.6006
www.lucianaduranti.ca
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