Begin with the End in Mind: A Records Management & Archives ...

Chapter 3
What is a Record?
A record contains information that documents a transaction and serves as evidence of an
event or process. A record has value based on circumstances surrounding its "creation, the
activity that it supports and the legal and administrative matters surrounding its origination
and maintenance."
All records, no matter the format, contain basic elements:
structure – the form of the document
content – the information contained within the document
context – the document's relationship to the legislator and staff, its function and other
records
Because records derive from business processes, societal institutions regard certain records
with a high level of trust and have faith in their ability to provide evidence of events,
processes and facts. This presumption is based on a record's intrinsic authenticity and
reliability.
3.1 Creation and Use
Individuals create records out of necessity. Records are the result of specific activities that
serve a larger purpose. Once that purpose has been fulfilled and the activities associated with
it are complete, the record may be retained for a limited time to serve as a reminder of the
event, provide proof that an event took place or provide evidence of compliance. Once those
potential needs expire, the record is often destroyed. In rare instances, the record is
preserved for other personal, historical or legal reasons. Records managers and archivists
refer to this process as the records life cycle.
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