What about the ISO 15489 definition:
"Information created, received and maintained as evidence and
information by an organization or person in pursuance of legal
obligations or in the transaction of business."
Steve Morgan
C.J. Segerstrom & Sons, Records Manager
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714.438.3228 Phone
714.546.9835 Fax
Information which is not communicated is valueless
Information which cannot be found is worthless
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Brianne Scott
Sent: Monday, November 12, 2007 10:05 AM
To: [log in to unmask]
Subject: Definition of a "Record"
Good morning,
Brianne here, I was on the ListServ a while back but had to unsubscribe
due
to the volume of emails coming in (using work email!!). Now I've
re-subscribed using my personal email account, so bring on the emails :)
Any ways, my question this morning is for my fellow Albertan's (although
feel free to reply even if you're not in Alberta).
I'm trying to find the best possible definition of a "record" for my
organization (Calgary Board of Education), one that will address
regulatory
and legal compliance issues.
At this point I've come up with this definition (which I've combined
from
various sources):
"Recorded information, regardless of medium or characteristics, made or
received by an organization that is evidence of its operations.
Including
images, audiovisual recordings, books, maps, drawings, photographs,
electronically stored documents, notes, etc.; it does not include
software
or any machines that produces records.
Although some in the Board would like to use the definition from the
FOIP
Act
"record" means 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."
Any suggestions on which one I should use? Is there a difference between
the
two, other than FOIP has more on its list? Any one else using something
different?
I very much appreciate any feedback.
Brianne
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