On this subject I recently found many old definitions that we are no
longer comfortable for the "record copy" and "official records."
References in an old textbook for Records Management dated 1996 for the
copyright said that most emails were only considered transmittal
documents not actually records.  Just look how far we have come as now
the email traffic is considered official records.

Ms. Laura F. Bell
DOT Directives & Records Management
Office of the Secretary of Transportation
[log in to unmask]
202-366-9761
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Cusack, Maureen
Sent: Wednesday, January 04, 2006 1:03 PM
To: [log in to unmask]
Subject: Re: "Official Record" definition

Recordowners at our organization chose to use the term "official record"
rather than "record copy" which is used a lot in textbooks but which
really confused people.  We need to have common nomenclature because
recordhandlers will be tasked with choosing one and only one version
(unless it's a vital record) that gets the retention period specified by
the Ontario retention schedules (copies often get different retention
methods and periods in the schedules)


Records Management Website
http://teamsites/sites/Records_Management/default.aspx
Maureen Cusack | Smart Systems for Health Agency
desk phone: 416.586.4012 | cell: 416.854.4987 | fax: 416.586.4398
[log in to unmask] 
415 Yonge Street, Suite 1900 | Toronto, ON M5B 2E7 | www.ssha.on.ca
 
This message (including any attachment, if any) is confidential, may be
privileged and is intended for the above-named recipient(s) only. If you
have received this message in error, please notify the sender by return
email and delete this message from your system. Any unauthorized
distribution, disclosure or use of this message is strictly prohibited.
 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of mwhaider
Sent: January 4, 2006 11:30 AM
To: [log in to unmask]
Subject: Re: "Official Record" definition

Kathy,
I suggest you avoid using (or defining) the term "official record".
Perhaps
it was a useful term when documents were typed with multiple carbon
copies
and it was best to retain the most durable, but generally it simply
confuses
the issue.
Mary Haider

Mary W. Haider
Records & Information Manager

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance