Module 0-1: Text 1

e-TERM reference*

TGY2

Version no.*

2

Version date*

2001-07-06

Contributor*

Yeo, Geoffrey

Author/s*

State Records Authority of New South Wales

Title*

'What Are Records?'

Print availability

-

Electronic availability

In Government Recordkeeping Manual: Records and Recordkeeping (1998), at http://www.records.nsw.gov.au/
publicsector/rk/rrk/rrk-01.htm

Copyright

Copyright rests with the New South Wales Government.

Introduction

This paper considers some basic questions about the nature of records: what are they? what characteristics do they have? how are they defined?

It forms part of the New South Wales Government Recordkeeping Manual, and as such was written specifically for an audience of Australian public sector employees. However most of the points that are raised in this short paper are valid in any employment sector, and in any country worldwide.

The paper is not attributed to a named author, but is a corporate publication of the State Records Authority of New South Wales.

Relevance

This text may be used to introduce course participants who do not have a background in archives and records management to the nature of records as perceived by recordkeeping professionals.

Concepts*

Records
Electronic records
Content
Structure
Context
Standards

Cases

-

Module no.*

0-1

Role

-

Contribution to learning objectives*

Study of this text will contribute to the following learning objectives:

Preliminary reading

-

Reading help

When reading this paper, try not to be distracted by the occasional references to Australian legislation. Although the legislation has no force outside Australia, you should bear in mind that the principles set out in this paper are applicable anywhere in the world.

Discussion

This paper indicates that records have their origin in business activity. What do you think is meant by 'business activity'?

The paper quotes a definition of records derived from the Australian Standard AS4390 Records Management: "A record is recorded information in any form, including data in computer systems created or received and maintained by an organisation or person in the transaction of business or the conduct of affairs and kept as evidence of such activity". What do you understand by the use of the word 'evidence' here? Why might records be needed as evidence of activity? Do you think the word 'evidence' is used in its legal sense (evidence in a court of law), or is there a wider meaning?

Are all data in organisational computer systems records? If not, why not?

The final part of the paper introduces the concept of 'full and accurate records'. What do you think are the consequences when recordkeeping practices fail to create or maintain records that are full and accurate? Can these still be correctly described as 'records'?

Assignment

Make a list of six types of record created by business activities within your own organisation, and indicate how far you think each of these types of record currently meets the characteristics of 'full and accurate records'.

Further reading

The definition of records is discussed at greater length in Roberts, David, 'Defining Electronic Records, Documents and Data', Archives and Manuscripts 22 no.1 (1994), 14-26.

A Canadian viewpoint is given in McDonald, John, 'Records Management and Data Management', Records Management Journal 1 no.1 (1989), 4-11.