Hi Kathy,

Your organization should have known "office of origin" and responsibility
for each series of records.  The official record is the record that
originates in the office of record, and the office that has assigned
responsibility for it.  Usually this has to do with the funtion of each
office and the records arise from that function.  For example, accounting
records arise in the accounting department and since they have
responsibility for tracking the accounting, the records that pertain to that
function, they generally originate or require, and are subsequently
responsible for.  

Retention schedules generally cannot operate effectively without these
assigned responsibilities of function and office of record.  Many "official"
records that predate an effective records management program  are
incomplete, and therefore it is important to know where secondary copies
reside or who has responsibility for them. A good inventory annually will
keep track of this.  

Hope this helps.  

Sincerely,

Elizabeth Fairfax, MA, CA
Director,Island County Records and Information Services Program
 

-----Original Message-----
From: Kathy Kramer [mailto:[log in to unmask]] 
Sent: Wednesday, December 28, 2005 9:46 AM
To: [log in to unmask]
Subject: "Official Record" definition


Hello Records Management folks,

I am looking for an "official record" definition.  Here is what we currently
use:  Official Record - the most complete set of documents recording company
transactions, decisions, processes or policies.  Signed original documents
would also be considered the official record. I've gotten some push back
from internal employees who don't like the term "complete" and are also
thrown off by "official". Any ideas?

Kathy Kramer
Colorado Springs Utilities
Continuous Improvement Department-Records Management 719-668-8322
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