Here's my take on it Melissa: Record Function: The role the record plays within its mission-related division, might alternatively be used organizationally-wide, but this has problems as functions are tied to mission. Function is usually analyzed by business purpose. For example, an invoice provides an accounting of what the provider believes he has provided, any applicable other charges and an accounting of what he believes he is owed and can collect. It also provides an accounting of what he expects the receiver to pay. Depending on what department this arises in, it may be a record as Accounts Receivables, or Accounts Payable, may document the debts or assets, and may involve a triggering function to debt collection, a referral to another department for payment or for revenue recording. Record Type: The title given to the record along a spectrum: Accounting type;invoice; voucher--may not relate directly to function as titles are often idiosyncratic and as it may not meet up with the organizational or divisional mission. I once worked for an organization where the particular copy of invoice was referred to only by color, specifically, pink slip, blue slip or yellow slip. In another organization this might mean a notification that one's services are no longer needed. Record Series: Records of like function and type that are used together to perform a specific operation or role, have the same retention period, and may be disposed of together in the normal course of business. The same record type may not be the same series in another department, or, the record may be the same to every department but one in the organization. For example, the company newsletter is a publication to every department except to the originating one whose mission it is to produce it and disseminate it, may procure and account for ads in it, etc. The originating office would be expected to hold the record copy of it, and this might be appraised as archival, while the publication copies are not. Big Bucket: Often combines the three above, sometimes effectively, but as often as not may produce risk, liability and inefficient schedules. Elizabeth Fairfax, Island County Records and Information Services -----Original Message----- From: Melissa Guenther [mailto:[log in to unmask]] Sent: Friday, September 28, 2007 9:25 AM To: [log in to unmask] Subject: [RM] Record Function, Record Type, Record Series and Big Bucket Does anyone have simple definitions for all the terms in my subject line AND more important examples how they are used independently and/or collectively. I would love to use an analogy. Example: Cars Company: General Motors Record Function: Chevrolet Record Series: 2007 Record Type: Corvette Am I capturing it correctly? Thank you Melissa Email Firewall made the following annotations ------------------------------------------------------------------------ NOTICE --- This message is for the designated recipient only and may contain confidential, privileged or proprietary information. If you have received it in error, please notify the sender immediately and delete the original and any copy or printout. Unintended recipients are prohibited from making any other use of this e-mail. Although we have taken reasonable precautions to ensure no viruses are present in this e-mail, we accept no liability for any loss or damage arising from the use of this e-mail or attachments, or for any delay or errors or omissions in the contents which result from e-mail transmission. --------------------------------------------------------------------- List archives at http://lists.ufl.edu/archives/recmgmt-l.html Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message. mailto:[log in to unmask] List archives at http://lists.ufl.edu/archives/recmgmt-l.html Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message. mailto:[log in to unmask]