Record Management – When is a document a report?

The answer is simple: “A document becomes a record when a description of the contents of the document is found in the company’s official record retention schedule.” More precisely, “an original document becomes an official record when the contents of a document match the words and phrases of the company’s official record keeping schedule.” Note that a copy of an official report is called an unofficial report.

Note the words “original”, “official” and “transcript”. Ah, for the tough decisions of a record manager. Now you can begin to see the challenges of becoming a record manager. For example, if the official record (original) is destroyed or deleted, the copy becomes the official record and must be properly preserved and preserved. But what if the original is destroyed and 10 copies are produced? One of the 10 copies is the original, but which one? In real condition, the record manager monitors all electronic and physical documents and records. Ideally, the record manager should be able to contact people with known copies when the original was destroyed.

Complicated? Yes, It is. I also know of record managers who have never been able to successfully follow paper experimentation from document design to use and reproduction. Now if the record manager has a large staff, the company is small and the funds are unlimited, these documents and records can be strictly controlled. If anyone has a good solution, please go to my website and email me.

Is there a way to publish a document as a report? Of course, many people would refer to a document as a report when the content has legal, financial, operational, historical, or business value, but this is unclear to me. With this method, most record managers have a tendency to publish all documents as records and to do with it. And look, now you know why there are probably thousands of “extra” records stored outside or onsite. Why ask? Because now when the file cabinet is full all the documents, reports and unofficial reports are stored in a row. If you agree with the first method of treating a document only when a document can be found in the record keeping schedule, the only record you should be concerned about is the official, original document. All others must be given a short life and destroyed.

conclusion: Document records become available only when they meet two key features: (1) match the contents of the company’s official record keeping schedule; And (2) the documents are the originals. All other documents are copied and may be destroyed if not submitted frequently.


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