What is the difference between a document and a record?
Document vs Record, what is the Difference
In the context of information management, a document is a piece of writing that contains information and can be in various forms such as written, printed, or electronic matter. Documents can be changed and revised as needed and are used to communicate, represent, or store data. Examples include emails, memos, reports, and manuals.
A record, on the other hand, is a type of document that provides evidence of something that happened on a particular date and time. Records capture data and serve as evidence of an event, activity, or transaction. They are static and should remain unaltered to maintain their integrity and authenticity. Examples of records include tax returns, meeting minutes, batch records, and audit reports.
In professional settings, many documents can transform into records once they are finalized and need preservation. For instance, a draft of a contract is a document, but once it’s signed and executed, it becomes a record of that agreement, as are completed Project documents are also classified as records of the work that was done to successfully or unsucesssfully complete a project.
It’s important to note that while a document can exist in both paper and digital formats, records can also exist in various formats, including audio, video, and digital databases.
The diagram below compares the differences:
It is often unwise to keep a document or record passt its statute of limitations, as it can be held against you in a court of Law.
Records Management is a subject for a later post!