Trends in Contemporary Record Management

What Is A Record?

Any document created, received and maintained can be called record (Solis, 2020). For instance, in libraries, meeting minutes, invoices, registers, maps, photograph, conference proceedings, inventories of resources could be regarded as records. It should be noted that not all documents are records but subset document that organization/ libraries require to preserve as evidence are known as record. Some records are transitory/transient, that is, they are administrative, fiscal or legal values and are short lived. A transitory record encompasses voice-mail, routing slips, documents designated as superseded or as –updated, memoranda (paper-based or email), preliminary drafts (when superseded). Record and information manager decides what is a record and a non-record. A non- record is a document that is more expensive to keep than discard. The non-record does not serve the preserved organizational policies, functions, operations, decision, procedure, and routine that have occurred. Non-records are not confined to catalogs, listserv, materials, Central Ohio Technical College (non-COTC) publications personal correspondence, other library material, books, journals, faculty paper. Non records do not require retention like the transient/transitory record. The transient/transitory records are normally kept in a file or sub-file whether analog or digital which is assigned for a periodical review (John and Christine 2021) Processes, people and technology encompasses record management.

Finnel (2011) defines records as statements of facts, data element, evidence as well as institutional activities. Record is referred to transaction activities such as financial statement, personnel files, business correspondence, contract negotiation which serve as proof in the organization (Association of Records Managers and Administration [ARMA], 2020). Record can be defined as a document which organization utilizes in showing all evidences or proof of vital transaction done. Such documents help to regulate and monitor activities and business decision. Texas A&M system (2021) describes records as documented photographic, machine-readable, or other recorded information created or received by or on behalf of the university that documents the activities of the organization. Books, film, tape, microfiche, microfilms, letters, documents, printouts, photographs, maps, Photostats, a voice, data, or video representation held in computer central processing unit are seen as records. In the same vein, records encompass items like financial transactions, database and tables, websites, metadata associated with records, electronic messages, including email and voicemail, personnel and employment documentation, general correspondence and administrative records, significant working papers, drafts and version and student and class documentation etc. Records serve as any document item or devices that preserve organization policies, function, decision, procedures, operation as well as routine data.