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Not all documents are records. A record is a document consciously (consciously means that the creator intentionally keeps it) retained as evidence of an action. Records management systems generally distinguish between records and non-records (convenience copies, rough drafts, duplicates), which do not need formal management.
A business record is a document (hard copy or digital) that records an "act, condition, or event" [1] related to business. Business records include meeting minutes, memoranda, employment contracts, and accounting source documents. It must be retrievable at a later date so that the business dealings can be accurately reviewed as required.
For example, Colorado has the Colorado Open Records Act (CORA); [11] in New Jersey the law is known as the Open Public Records Act (OPRA). [12] There are many degrees of accessibility to public records between states, with some making it fairly easy to request and receive documents, and others with many exemptions and restricted categories of ...
Accounting documents or document records regroup every document that plays a role in the preparation of financial statements for a company, like income statements and balance sheets. They include records of monetary transactions, assets and liabilities, ledgers, journals, etc. Accounting documents and records are the physical objects upon which ...
A formal security clearance is required to view or handle classified material. The clearance process requires a satisfactory background investigation. Documents and other information must be properly marked "by the author" with one of several (hierarchical) levels of sensitivity—e.g. restricted, confidential, secret, and top secret.
An example of a U.S. classified document; page 13 of a United States National Security Agency report [31] on the USS Liberty incident, partially declassified and released to the public in July 2003. The original overall classification of the page, "Top Secret" code word UMBRA, is shown at top and bottom. The classification of individual ...
Records management professionals in designing comprehensive and effective records management programs. The principles identify the critical hallmarks of information governance, which Gartner describes as an accountability framework that "includes the processes, roles, standards, and metrics that ensure the effective and efficient use of ...
Exceptions to the typical life cycle occur with non-recurring issues outside routine operations. For example, when a legal hold, litigation hold, or legal freeze is required, a records manager places a legal hold within the records management system, preventing the affected files from being scheduled for disposition. [13]