Here's an example - Expense Reports.
Once an expense report is submitted for payment, the Financial
organization that is responsible for payment is the record owner and
that is the Company Business Record. The employees' copy is still a
Company record, but does not need to be retained - in fact, it can be
detrimental for the Company and the individual to have copies of some
records.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Greg Schildmeyer
Sent: Monday, June 18, 2007 9:16 AM
To: [log in to unmask]
Subject: Re: Records Definition
Melissa,
I think your definition of a business record is good. However, I'm
curious what you would call and how you would define that material that
is in the second circle (Company Record) but outside of the third circle
(Company Business Record). What other kind of "record" is there that
isn't related to the business of the company, and if it is a "record"
why would it not be included on the Record Retention Schedule?
Greg Schildmeyer, CRM
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Melissa Guenther
Sent: Monday, June 18, 2007 10:40 AM
To: [log in to unmask]
Subject: Re: Records Definition
The best definition I've used that has worked very well for me is the
following:
Picture a large Circle - everything within the large circle is Company
Information Now picture a smaller circle within the larger circle -
everything within the smaller circle is Company Record Now picture an
even smaller circle within the second circle - all that is Company
Business Records
A Company Business Record is a Company Record that:
1) Is necessary for the ongoing business operations of the Company, or
to comply with legal, tax or other regulatory requirements AND;
2) Documents business decisions, transactions, policies or positions,
operations or other official business of Company; AND
3) Falls within the description of a Record Retention Series or type in
the Company Record Retention Schedule/
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