Ken, you have described the situation quite well.  So instead of splitting
hairs on "what is a record" I think we are better served to assign all
information to a record category/series, get it approved as company policy
(RRS Records Retention Schedule) and systematically dispose of all the
information as authorized by the Records Retention Schedule following an
approved procedure.  A very large portion of the recorded information will
fit in a category(s) that has a very short retention.  Then when
litigation/discovery rears its ugly head we only need to address the
information that has not been destroyed.​  Of course this requires training
employees so they recognize the few record categories/series that may apply
to their information so it is easily tagged/indexed/filed correctly.  With
ongoing training and routine auditing tremendous improvement can be
realized.

Mary

Mary W. Haider, MBA, CRM
Records & Information Manager and Consultant
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865-983-1371

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