Here's my take on it Melissa:

Record Function:  The role the record plays within its mission-related
division, might alternatively be used organizationally-wide, but this has
problems as functions are tied to mission. Function is usually analyzed by
business purpose.  For example, an invoice provides an accounting of what
the provider believes he has provided, any applicable other charges and an
accounting of what he believes he is owed and can collect.  It also provides
an accounting of what he expects the receiver to pay.  Depending on  what
department this arises in, it may be a record as Accounts Receivables, or
Accounts Payable, may document the debts or assets, and may involve a
triggering function to debt collection, a referral to another department for
payment or for revenue recording.

Record Type: The title given to the record along a spectrum: Accounting
type;invoice; voucher--may not relate directly to function as titles are
often idiosyncratic and  as it may not meet up with the organizational or
divisional mission. I once worked for an organization where the particular
copy of invoice was referred to only by color, specifically, pink slip, blue
slip or yellow slip.  In another organization this might mean a notification
that one's services are no longer needed.

Record Series: Records of like function and type that are used together to
perform a specific operation or role, have the same retention period, and
may be disposed of together in the normal course of business. The same
record type may not be the same series in another department, or, the record
may be the same to every department but one in the organization.  For
example, the company newsletter is a publication to every department except
to the originating one whose mission it is to produce it and disseminate it,
may procure and account for ads in it, etc.  The originating office would be
expected to hold the record copy of it, and this might be appraised as
archival, while the publication copies are not. 

Big Bucket:  Often combines the three above, sometimes effectively, but as
often as not may produce risk, liability and inefficient schedules.

Elizabeth Fairfax,
Island County Records and Information Services

-----Original Message-----
From: Melissa Guenther [mailto:[log in to unmask]] 
Sent: Friday, September 28, 2007 9:25 AM
To: [log in to unmask]
Subject: [RM] Record Function, Record Type, Record Series and Big Bucket

 Does anyone have simple definitions for all the terms in my subject
line AND more important examples how they are used independently and/or
collectively.

I would love to use an analogy. Example:  Cars
Company: General Motors
Record Function: Chevrolet
Record Series: 2007
Record Type: Corvette

Am I capturing it correctly?

Thank you
Melissa

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