The answer is simple: “A document becomes a record when the description of the document’s content can be found in the company’s official records retention program.” To be more precise, “an original document becomes an official record when the content of a document matches the words and phrases of the company’s official record retention program.” Note that a copy of an official record is called an unofficial record.
Note the words “original”, “official” and “copy”. Ah, for the difficult decisions of a records manager. Now you can start to see the challenges of being a records manager. For example, if the official (original) record is destroyed or erased, the copy becomes the official record and must be properly protected and stored. But what if the original is destroyed and 10 copies are produced? One of those 10 copies is the original, but which one? In the ideal situation, the records manager keeps track of all electronic and physical documents and records. Ideally, the records manager should be able to communicate with those who possess known copies when the original is destroyed.
Complicated? Yes, it is. And I am not aware of ANY records manager who has been able to successfully follow the paper proof of a document from its creation to its use and disposal. It is now possible to strictly control these documents and records if the records manager has a large number of staff, if the business is small, and if the funds are unlimited. If anyone has a good solution, please visit my website and email me.
Is there a way to declare a document as a record? Of course, many people will call a document a record when the content has legal, tax, operational, historical, or commercial value, but this is too vague for me. With this method, many records managers tend to declare all documents as records and terminate them. Lo and behold, now you know why there are often thousands upon thousands of “extra” records that are stored off-site or even on-site. Why do you ask? Because now when filing cabinets fill up, all unofficial documents, records, and records are stored off-site. If you agree with the first method that a document is only considered a record when it can be found in the record retention program, then the only record you should be concerned with is the official original document. All others must be given a short life and destroyed.
Conclution: Documents only become records when they meet two key characteristics: (1) the content matches the descriptions of the company’s official record retention program; and (2) the documents are original. All other documents are copies and can be destroyed when they are no longer frequently referenced.
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