The definition of a record is again being put on the table as my company 
works toward getting a handle on the electronic records process.  I've 
done some research , read alot of definitions(ISO ,NARA, Consultants,ARMA 
,Dirks,etc)  and the consensus is that most are very general/ vague.  It 
seems that the general statement in them says in the transaction of 
business    This is then translated into  that really everything an 
employee creates is a record and must be saved.  I'd like to ask some 
questions of the list as I can see this issue dividing into 2 schools of 
thought.

Vague Definition:

What other definitions do you need in policy?
- Document
- Data
- Information
- Draft,Notes,working papers
- Official record copy
- Transitory records

Do you consider the definition further narrowed/defined by the definitions 
listed above and your retention schedule?

Are the transitory records part of the retention schedule ?  Either in a 
big bucket  with a retention period or multiple series.

Do you tell the employee where/how to save these records ?

Do you start the entire context,content and structure discussion at this 
point?

More specific definition

How specific ? 

Don't the policies tend to get longer/more involved ?

Do you leave the other definitions listed above out ?

Does this cut down on the retention schedule series you need to add?



The problem I seem to have is that people are saying they read the 
definition of a record, it's to vague and they believe that everything 
they create is a records.  Then they say they don't see the record in the 
retention schedule but if it's really a record shouldn't it be.  Then if 
they need to keep it how /where to they do it and how do we as a RIM 
program apply the consistency needed to keep the program in compliance.


I know this is pretty basic RIM stuff  but I struggle with trying to come 
up with ways to make the general population understand the concepts 
without losing them in mind numbing policies and presentations.


Thanks

Steve Petersen CRM
Records Manager
Rockwell Collins Inc
319.295.5244

"Bringing Order Out of Chaos"




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