For the record, a record can be in any media (sorry for the pun). This
also includes photos, a/v, digital, email, post-it notes, and so on. If
you look at the Society of American Archivists (SAA), a record is
defined as:
n. ~ 1. A written or printed work of a legal or official nature that may
be used as evidence or proof; a document. - 2. Data or information that
has been fixed on some medium; that has content, context, and structure;
and that is used as an extension of human memory or to demonstrate
accountability. - 3. Data or information in a fixed form that is created
or received in the course of individual or institutional activity and
set aside (preserved) as evidence of that activity for future reference.
- 4. An instrument filed for public notice (constructive notice); see
recordation. - 5. Audio * A phonograph record. - 6. Computing * A
collection of related data elements treated as a unit, such as the
fields in a row in a database table.- 7. Description * An entry
describing a work in a catalog; a catalog record. (for more information
please go to
http://www.archivists.org/glossary/term_details.asp?DefinitionKey=54).
The Government of Alberta Freedom of Information and Protection of
Privact Act also defines a record as "a record of information in any
form and includes notes, images, audiovisual recordings, x-rays, books,
documents, maps, drawings, photographs, letters, vouchers and papers and
any other information that is written, photographed, recorded or stored
in any manner, but does not include software or any mechanism that
produces records" for a legislative opinion.
In regards to archival material, I'm a little upset over your comment
that archival material doesn't have to be a record. This is far from
the truth. Archives are trusted repositories of authentic, integral and
reliable records. Archival materials are records, be it government
records(NARA is the official repository of the US President's records
(including emails and photographs)) or as in the case of Canada and the
total archives paradigm, government and personal/private records.
If one also follows the approach and methodology of InterPARES and
Diplomatics (the precursor to InterPARES led to the development and
establishment of DoD 5015.2), archival records must meet stringent
intrinsic and extrinsic qualities to be considered archival. So long
answer short, yes photos are considered a record and no, it is false to
assume that archival materials are not records.
Sorry for my rant and rave, no disrepect intended, but wanted to set the
record straight on this one (again sorry for the pun).
These comments are my own and not necessarily that of my organization.
Lori Podolsky Nordland, MA
Senior Records Officer
Alberta Research Council
250 Karl Clark Road
Edmonton, AB T6N 1E4
Phone: (780)-450-5516
Cell: (780) 405-5420
Fax: (780) 450-5075
Email: [log in to unmask]
Visit us at www.arc.ab.ca
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Bernard Chester
Sent: January 20, 2009 3:32 PM
To: [log in to unmask]
Subject: Re: Would these photos be considered records?
Kelly:
Seems to me that these photos are not records, except in the historic
sense.
Perhaps archival material? Isn't true that archival material does not
have to be a record?
Bernard Chester, CDIA+, ICP, EDP
Principal Consultant
IMERGE Consulting, Pacific Northwest Office
7683 SE 27 Street, #316
Mercer Island, WA, 98040
Office: 206-230-9253; Mobile: 206-979-7389
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Kelly_Hamilton
Sent: Tuesday, January 20, 2009 7:39 AM
To: [log in to unmask]
Subject: [RM] Would these photos be considered records?
I received an email this morning from the Inauguration Team asking for
people to take a picture of what they are doing when the President is
sworn in...
>Take a picture when President-elect Obama takes the oath of office.
>Then send your photo to us. We'll be posting photos on our website, and
>some may even be used in the official Inaugural book.
The link in the email sends me to Photobucket, where I can upload the
photo I take at the swearing-in moment. I really do like this idea, but
are these photos then considered records, because the government will be
using them in the official Inaugural book? There's a little disclaimer
at the bottom of the Photobucket site:
>This Official Barack Obama Inaugural Book Project is not affiliated
>with the Presidential Inaugural Committee (PIC) but has been licensed
>as the Official 2009 U.S. Presidential Inaugural Book by PIC.
So, if I take a picture, and send it to the Photobucket site, is that
going to become a governmental record, or is it only a picture taken by
an average Joe?
I might just do it...if I can get my co-workers to smile!
Kelly Hamilton
Records Specialist
[log in to unmask]
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]
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]
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]
|
