Kathy:

At some points I've used the definition from ISO 15489 tweaked for the
organizations purposes.  From the ISO it goes something like:

"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"

In other cases we have adapted the definition given by the regulatory body
that industry deals with.

A very comprehensive definition is the one used by the Federal government
from USC 3301:

As used in this chapter, "records" includes all books, papers, maps,
photographs, machine read-able materials, or other documentary materials,
regardless of physical form or characteristics, made or received by an
agency of the United States Government under Federal law or in connection
with the transaction of public business and preserved or appropriate for
preservation by that agency or its legitimate successor as evidence of the
organization, functions, policies, decisions, procedures, operations, or
other activities of the Government or because of the informational value of
data in them. Library and museum material made or acquired and preserved
solely for reference or exhibition purposes, extra copies of documents
preserved only for convenience of reference, and stocks of publications and
of processed documents are not included.

You might also think about working with your internal counsel to craft an
acceptable definition.

Good luck - Tod

Tod Chernikoff, CRM


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Kathy Kramer
Sent: Wednesday, December 28, 2005 12:46 PM
To: [log in to unmask]
Subject: "Official Record" definition

Hello Records Management folks,

I am looking for an "official record" definition.  Here is what we
currently use:  Official Record - the most complete set of documents
recording company transactions, decisions, processes or policies.  Signed
original documents would also be considered the official record.
I've gotten some push back from internal employees who don't like the term
"complete" and are also thrown off by "official".
Any ideas?

Kathy Kramer
Colorado Springs Utilities
Continuous Improvement Department-Records Management
719-668-8322
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