I agree with Luciana. what makes of a document a record is
its network of relationships with other records and with the
activities in which it participates. At the end of the day, it is
all in the context. In fact, the same document is 5 different
records if filed in 5 different contexts.
That's correct!!
Michel Elsalsero
Records Manager
Alfawassermann, Inc.
New Jersey
> Date: Thu, 14 May 2009 10:40:59 -0700
> From: [log in to unmask]
> Subject: Re: When is a document not a document
> To: [log in to unmask]
>
> If you file the drafts with the other records of the matter they are
> records, for archival science as well as for the law of
> evidence. Being a record has nothing to do with the importance or
> value of the content. There are temporary records that only need to
> be retained for a week or even less. A document is a record if it is
> made or received in the course of activity, business, affairs
> (depending on whether you are an individual, an organization, or
> else) and for the purposes of such activity, and kept for action or
> reference (it does not matter for how long, as the action for which
> it is kept may occur and be completed within a very short
> term). Appraisal decisions do not make a record. The reason why a
> document is created and kept, and the documentary context in which it
> is kept make a record. Again, what makes of a document a record is
> its network of relationships with other records and with the
> activities in which it participates. At the end of the day, it is
> all in the context. In fact, the same document is 5 different
> records if filed in 5 different contexts.
>
> Luciana
>
> At 10:17 AM 14/05/2009, you wrote:
> >John & List,
> >
> >John wrote:
> >
> >
> >Lee has made a good point. However, if I am writing a report and it is
> >in
> >draft form. I have four or five drafts each changing and each
> >containing
> >points to further clarify the situation. Finally after many changes,
> >the
> >report is approved. Many would suggest that the drafts are all
> >documents,
> >while the final report is the record. But if I want to keep the drafts
> >because they clarify how I got to a decision, do those drafts remain a
> >document. Or are they just as important, containing content, context and
> >
> >structure. Do the drafts become a record because they are pointers to
> >the
> >decision making process in the final copy.
> >
> >Some food for thought....
> >
> >So, my reply is:
> >
> >The various drafts would be documents and ALL of the documents would
> >become the record, right? "
> >
> >Steven D. Morgan
> >Records Manager, C.J. Segerstrom & Sons
> >Costa Mesa, CA
> >714.438.3228 Phone
> >714.546.9835 Fax
> >Information is the currency of democracy. (Thomas Jefferson)
> >
> >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
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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