1.3 Documents vs. Records

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What is a document?

A document is an indivisible unit of information affixed to a recorded medium. A record is a document which is the result of any practical activity and that will be useful in the future as a reference (evidence) [1].

Although documents can become records, and both have informational value, the crucial difference between these two concepts is that “documents can change, whereas records do not and must not change”.[2] 

Therefore, while a document is fluid, a record “is assumed to be a representation of a fact or act that is memorialized on a physical carrier—that is, a medium—and preserved by a physical or juridical person in the course of carrying out its activities.”[3]  

 

Discussion icon indicating a discussion prompt on the page Can you think of any documents that become records and some that do not? Share some of your examples in the discussion section.

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 [1] International Research on Permanent Authentic Records in Electronic Systems, www.interpares.org (Links to an external site.) Links to an external site.
[2] Adam, Azad. (2008). Implementing Electronic Document and Record Management Systems.  Auerbach Publications. Page 8.
[3] InterPARES 2 (n.a). Authenticity Task Force Report. Available online at http://www.interpares.org/display_file.cfm?doc=ip1_atf_report.pdf (Links to an external site.) Links to an external site.