The document discusses records and how they are defined. It states that the ISO defines a record as information created, received, and maintained as evidence by an organization or person in the course of legal obligations or business transactions. Records can take many forms or media, including paper, microfilm, photographs, audio/video recordings, and electronic formats. Records serve several purposes, such as providing evidence for decision-making, enabling accountability, supporting rights and entitlements, and being a source of data for analysis and planning.
The document discusses records and how they are defined. It states that the ISO defines a record as information created, received, and maintained as evidence by an organization or person in the course of legal obligations or business transactions. Records can take many forms or media, including paper, microfilm, photographs, audio/video recordings, and electronic formats. Records serve several purposes, such as providing evidence for decision-making, enabling accountability, supporting rights and entitlements, and being a source of data for analysis and planning.
The document discusses records and how they are defined. It states that the ISO defines a record as information created, received, and maintained as evidence by an organization or person in the course of legal obligations or business transactions. Records can take many forms or media, including paper, microfilm, photographs, audio/video recordings, and electronic formats. Records serve several purposes, such as providing evidence for decision-making, enabling accountability, supporting rights and entitlements, and being a source of data for analysis and planning.
EXERCISE 4. In pairs, discuss the following questions.
Check the answer with the
text "What are Records?". 1. How does the ISO define a record as? ‘Records’ are information created, received, and maintained as evidence by an organisation or person, in pursuance of legal obligations or in the transaction of business (ISO 15489); digital record: a document in digital form that is managed as a record (InterPARES glossary). 2. What kind of purposes does records include? The purpose of the record includes: Records provide evidence: For example, the ministry creates records of the evaluation process to show how it chose one company instead of another. Records support decision-making: For example, submissions are in a standard format that allows comparisons to be made between companies in terms of costs, work plans, experience, etc. Records enable the organisation to hold itself accountable: For example, the records can be used to show that the ministry has complied with procurement regulations. Records support the pursuit of individual rights and entitlements: For example, the records can be used to defend the ministry against a company’s claim that it was not fairly treated in the tendering process. Taking another example, records can be used to support tenants’ claims that insufficient compensation has been paid when a building they have been living in has been demolished during a construction project. Records are the source of valuable data and information for monitoring, analysing and planning. For example, information from a contracting process is combined with information on all other contracts for construction projects in the same year; the combined information is analysed to report on how much was spent, on what types of projects, where and so on. 3. What types of form or medium can records come in? types of form or medium can records come in: Most are still created on paper, in the form of correspondence, minutes, reports and memoranda, and they are normally filed systematically. In addition, information may be recorded on paper in ledgers, registers, notebooks, appointment diaries and other volumes, or they may be in the form of maps and plans (cartographic records), architectural and engineering drawings, pictures (iconographic records) or computer printouts. And records may also be created on media other than paper: in roll microfilm, microfiche or computer output microfiche (COM) formats (microforms); as photographs, including prints, negatives, transparencies and x-ray films; as sound recordings on disk or tape; as moving images on film or video (audiovisual records); as electronic text or images copied on magnetic tape or magnetic or optical disk or held in online databases (electronic records; formerly known as machine-readable records); as three-dimensional models, scientific specimens or other objects; or as combinations of any of the above formats in an electronic form (multimedia).
EXERCISE 5. Match the words with their definitions.
1 – d: to maintain = to keep in existence
2 – g: to record = to keep information for the future by writing it down or storing it on a computer 3 – a: to manage = to control or organize someone or something 4 – b: to create = to make something new 5 – c: to comply = to act according to an order, set of rules, or request 6 – e: to monitor = to watch and check something carefully over a period of time 7 – f: to access = to be able to get or use something