This is a great conversation to have, as I have had to wrestle with it more and more and value outside views.  First, a little perspective: I'm coming from a government environment, so I have the benefit/burden of a number of rather clearly defined and restrictive definitions and procedures that help determine record value and status.  That can help in some cases, but does nothing when attempting to parse "new" language or areas, such as databases, which stretch beyond the traditional RM model.  So in the hopes of gaining further perspectives, here are how we have, to this point, dealt with these questions:



1. So, do you think our PeopleSoft database is a record?

(setting aside the database/software discussion) Short answer, no, unless specifically defined as such by the schedule (unlikely at this point, although smaller, less complex databases that contain more uniform information might be)



2. Do you think there are records in PeopleSoft?  Or are you sensible like me and think "No, there are potential records in PeopleSoft."

By our definition, if the database contains information that has previously been determined to be part of a record (say it used to be paper forms but now the info is entered directly in the database) then those pieces of information are still considered records in aggregate.  We deal with similar issues with drivers' services here- all of that information, personal, restrictions, endorsements, etc. is part of scheduled records, whether or not it is ever printed/exported into a discrete form.  Our requirements stipulate that one must be able to produce a record in a discrete form on request, but other than that it may be maintained in its virtual, disassembled fashion until scheduled destruction.



3. What would you say to Big Giant Finance Head, Mr. Snickers, when he says: "We don't need to generate an annual General Ledger because it's in PeopleSoft; we can generate it anytime we want to."

He's within his rights to do so in this case, so long as he can provide assurances that such a snapshot in time can be generated upon request, and can provide some way for the old data to be locked down and rendered inalterable (within reason).  We would still strongly encourage the creation of more discrete files or print copies in this case, to better protect the information, but the over-all retention period would determine how hard we would push for this.



4. Bonus Question:  what would you say to people who refer to PeopleSoft as "the database of record."

While I've not run across this in a work context, I always thought of it as more of a snooty title (ala the NY Times) than a meaningful name. Upon looking into the textbook definition for "newspaper of record" and extrapolating, I would say that this could in fact be accurate, if we are agreeing that the database contains records.  If one does not hold that opinion then the title becomes false and could create confusion if widely used (which I doubt it is).



As our rules governing e-records in databases are still relatively new and untested I would welcome conversation on how they may need further definition, or if folks have suggestions for alternative methods that could suit the purpose. Thanks.



Kristopher Stenson

Electronic Records Archivist

Illinois State Archives

217-557-1085

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