About databases and records.  Back about 18 years ago I worked on a "point-in-time" database.  The data was collected once a month and collated once a month to produce reports of a specific point in time.  That database was a legacy system on its way out because it could not produce "real time" data, in other words data that is updated in real time, in other words, any time at all.  

A "point in time" system created its own audit trail because it is recreated whenever it is updated.  A "real time" database on the other hand, really needs an audit trail to track changes.  The data today may not be the same tomorrow or even 5 minutes from now.  

A database is only as good as its ability to report data.  They are created to store and report data.  With a point in time system you will get the same report time and time again until the data is replaced.  With a real time system that constantly changes you may never be able to repeat a report.  

Consequently a database can be considered as a kind of folder for data that can be viewed through the mechanisms of the reporting software, whether single pieces of data or complicated reports.  With a real-time system the additional audit report is an important part of the database so changes can be accounted for and reviewed.

A point-in-time database is easily discarded because as soon as new data is applied the records completely change.  It gets rid of its predecessors, which may be archived if retention is required.  

A real-time database is changed every time it is updated.  Even if the only change is the date, the sum total of the data is not the same as it was before.  You can put a retention on the reports produced out of the database but the database is never the same once an update is entered.  

Again a database is a kind of folder or wrapper containing data that can be used to create records.  


Susan Fitch Brown, Certified Records Manager (CRM), MLS                                     
Records Manager                                                                                                                                 
Team Ke'aki                                                                                                                               

These are my own thoughts and not anybody elses.  

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