It never ceases to amaze me that there is such controversy about what a
record is. Yes there are ISO, ICA and various other standard definitions.
However, in the end the onus is on an organization to declare what is not a
record and what is not. Then you need to describe how you will treat these
records to preserve their authenticity and integrity. This becomes the way
you conduct your business and the basis of any subsequent litigation and or
regulatory action.
A database is NOT a record. Properly validated it can be used to produce
records, like a report. Once the report leaves the database it needs to be
sucked into the procedures that you set up for your records system.
It's easy to do all of these things, but most organizations do not take the
time to implement properly.
Charlie
Charlie Sodano, PhD
Senior Consultant
Phone: (925) 229-1688
Cell: (925) 231-5909
email: [log in to unmask]
www.eorganizedworld.com
642 Vine Hill Way
Martinez, CA 94553
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Vednere, Ganesh
Sent: Monday, March 31, 2008 2:37 PM
To: [log in to unmask]
Subject: What constitutes a record in structured systems
Records typically are classified in structured, unstructured and
semi-structured records. Clearly structured records involve data in columns
and rows stored on a database.
However what truly constitutes a record in a structured system? Is the
record the individual columns/rows in a database table ? What about systems
that are feed some other system ? Or what about systems that simply are fed
by underlying systems - do all these constitute a record. A record should
have context and content but a standalone piece of data sitting in a table
has limited context - if so is a piece of data (e.g. customer number) not
considered a record
Typically large corporations have hundreds of applications - are all of them
considered records?
Are information in datawarehouse considered records? (how we dispose of
records in a datawarehouse, especially since data warehouses are usually
never purged so how can we apply retention)
Any insight from the group is appreciated
Thanks
Ganesh Vednere
[log in to unmask]
New York
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