Mark,
The attached jpeg meets your requirements of also telling what a
record is not. This is the standard we use at ENMAX Corporation.
Sam McCollum, CRM, ERMm
On 13-Nov-07, at 10:10 AM, Mark Myers wrote:
>>> Gosh...while I find all these definitions ever so sexy, what do they
> really mean to the average employee? In common >>English - not in
> records-managementeese - what is a record?
>
> As a former teacher (now RIM and electronic records archivist) and
> being in a government setting we deal with the "definition" issue
> all the time. Too often I get told to "boil things down" to a few
> bullet points because people won't understand it, or won't take the
> time to learn it. I'm sorry but sooner or later one needs to grow
> up, take some responsibility and realize that ignorance or lack of
> interest isn't an excuse. If your responsible for operating a
> business then you can be responsible for learning how to operate it
> efficiently. I do training session for the private sector and I
> tell folks that I'm not going to stand there and tell them what
> their retention periods are, even if I could. I don't know all of
> their respective industries, or the regulations effecting them, or
> their own business practices. What I do tell them are general
> standards and practices and the resources for them to go find these
> things out. Yet people still don't want
> to do the research, they just want it summed up for them.
>
> OK, off the soapbox.
>
> I would not only tell folks what a record is, but also what it is
> not. You can talk about a business record, I like the ISO 15489
> definition, but also talk about non-records, alo found in the ISO
> standard. We have issues in the government sector about FOIA or
> Open Records (as it's called in our state) where the definition of
> "record" is more broadly interpreted to legal evidence and
> discovery. But for retention schedules, I can still talk to
> officials about the dangers of mixing business and non-business
> related records. Especially in relation to email.
>
> Defining what are "record" is and showing what it isn't, I think
> helps. You still have the issues of getting people to listen you.
> For the record (pun intended) here's Kentucky's definition of a
> public or government record.
>
> "Public record or record" means all books, papers, maps,
> photographs, cards, tapes, disks, diskettes, recordings, and other
> documentary materials, regardless of physical form or
> characteristics, which are prepared, owned, used, in the possession
> of or retained by a public agency. "Public record" shall not include
> any records owned by a private person or corporation that are not
> related to functions, activities, programs or operations funded by
> state or local authority;
>
> Personally, I would just go with "documentary materials regardless
> of physical form or characteristic . . ." and ax the first part
> about formats.
>
> Mark J. Myers
> Electronic Records Archivist
> Technology Analysis & Support Branch,
> Public Records Division,
> Kentucky Department for Libraries & Archives
> 300 Coffee Tree Road PO Box 537 Frankfort, KY 40602-0537
> Phone: (502)564-8300 ext. 244
> Email: [log in to unmask]
> www.kdla.ky.gov
>
>
>
>
> I
>
>
>
>
>
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Sam McCollum
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