Hi Martyn,

 

I train all new starters on information management when they join and found the best way to describe them are this,

 

Documents: Are malleable. Can be amended and deleted without much fuss and you have total control over who what you do with them, for the most part. They are generally day to day running documents and provide evidence of work that has taken place, or provide information on work taking place but generally won’t be needed once the record of that work is captured.

 

Records: Are evidence of a transaction with us and a third party. They are date/time stamped and should be in a format that’s un-editable. There are many more rules regarding deleting records, and if we do so we need to record we have done so, when, and in accordance with what policy/retention schedule.

 

I know these explanations won’t suit everyone, but they work for me J

 

Regards

Neil

 

 

 

Hello all,

 

I’m writing today with a fairly basic issue but one that I hope will provoke a response.

 

In your experience, what is the most effective way of describing to staff the difference between documents and records? We are currently rolling out Office 365 and SharePoint online and we are wanting to give staff some collaborative working spaces but we don’t want SP to become a dumping ground so to speak.

 

Any comments or thoughts would be much appreciated.

 

Many thanks,

 

Martyn

 

Martyn MacLean

Records Officer (Graduate)

High Life Highland

Highland Archive Centre

 

 

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