What is Not an Example of a Record?

In the realm of information management, records play a crucial role in documenting activities, decisions, and transactions. However, not everything that contains information qualifies as a record. Understanding what does not constitute a record is essential for effective record-keeping and information governance. This article explores various examples of what is not considered a record, providing clarity on the distinction between records and other types of information.

1. Drafts and Working Papers

Drafts and working papers are preliminary versions of documents that are subject to change. They are often used during the creation or revision of a final document. Since they are not the final version and do not represent an official decision or action, they are not considered records. For example, a draft report that has not been approved or finalized does not qualify as a record.

2. Personal Notes and Jottings

Personal notes, such as those taken during a meeting or brainstorming session, are typically informal and not intended for official use. These notes are often incomplete, unstructured, and may contain personal interpretations or opinions. Since they lack the formal characteristics of a record, they are not considered as such. For instance, handwritten notes on a notepad during a meeting are not records.

3. Transitory Messages

Transitory messages are communications that have short-term value and are not needed to support ongoing business activities. Examples include routine emails, instant messages, and text messages that do not document significant decisions or actions. These messages are often ephemeral and do not meet the criteria for being classified as records. An email confirming a lunch meeting, for instance, is not a record.

4. Non-Business-Related Content

Content that is not related to the business or organizational activities does not qualify as a record. This includes personal emails, social media posts, and recreational materials. Since these items do not document business transactions or decisions, they are not considered records. A personal Facebook post about a weekend trip, for example, is not a record.

5. Duplicate Copies

Duplicate copies of records are not considered separate records. While they may contain the same information as the original, they do not have independent value as records. The original document is the official record, and duplicates are merely copies. For example, a photocopy of a signed contract is not a record; the original signed contract is.

6. Informal Communications

Informal communications, such as casual conversations, phone calls, and hallway discussions, are not records. These interactions are typically not documented and do not provide a reliable or complete account of the information exchanged. Since they lack the formality and structure required for records, they are not considered as such. A verbal agreement made during a casual conversation, for instance, is not a record.

7. Non-Documentary Materials

Non-documentary materials, such as physical objects, artifacts, and non-textual items, are not records. While they may have informational value, they do not meet the definition of a record, which typically involves documented information. For example, a company logo or a promotional item is not a record.

8. Temporary Files and Cache

Temporary files and cache created by software applications are not records. These files are often automatically generated and are used for short-term purposes, such as improving system performance or facilitating user sessions. They do not document business activities or decisions and are not retained for long-term use. A browser cache file, for instance, is not a record.

9. Non-Official Publications

Non-official publications, such as newsletters, brochures, and marketing materials, are not records. While they may contain information about the organization, they are not created to document business transactions or decisions. These materials are often intended for external audiences and do not have the same level of formality as records. A company brochure, for example, is not a record.

10. Unstructured Data

Unstructured data, such as raw data files, sensor data, and log files, are not records. While they may contain valuable information, they lack the context and structure required to be considered records. Records typically involve structured information that documents specific activities or decisions. A raw data file from a scientific experiment, for instance, is not a record until it is analyzed and documented in a formal report.

11. Non-Business Software and Applications

Non-business software and applications, such as personal productivity tools and entertainment software, are not records. These tools are used for individual purposes and do not document organizational activities or decisions. Since they are not part of the official business processes, they are not considered records. A personal to-do list app, for example, is not a record.

12. Non-Record Copies of Records

Non-record copies of records, such as reference copies or informational copies, are not records. These copies are created for convenience or reference purposes and do not have the same legal or administrative value as the original record. A reference copy of a policy document, for instance, is not a record.

13. Non-Business-Related Multimedia

Non-business-related multimedia, such as personal photos, videos, and audio recordings, are not records. These items are created for personal use and do not document organizational activities or decisions. Since they are not part of the official business record-keeping process, they are not considered records. A personal vacation video, for example, is not a record.

14. Non-Official Social Media Content

Non-official social media content, such as personal posts and comments, are not records. While social media can be used for official business purposes, personal content does not qualify as a record. Only official social media posts that document business activities or decisions are considered records. A personal tweet about a favorite restaurant, for instance, is not a record.

15. Non-Business-Related Books and Publications

Non-business-related books and publications, such as novels, magazines, and recreational reading materials, are not records. These items are created for entertainment or personal enrichment and do not document organizational activities or decisions. Since they are not part of the official business record-keeping process, they are not considered records. A novel on a company bookshelf, for example, is not a record.

Conclusion

Understanding what is not an example of a record is crucial for effective information management. By distinguishing between records and non-records, organizations can ensure that they are capturing and retaining the right information to support their operations, comply with regulations, and preserve their history. Drafts, personal notes, transitory messages, non-business-related content, duplicate copies, informal communications, non-documentary materials, temporary files, non-official publications, unstructured data, non-business software, non-record copies, non-business-related multimedia, non-official social media content, and non-business-related books and publications are all examples of what does not qualify as a record. By focusing on the characteristics that define a record—such as formality, structure, and relevance to business activities—organizations can maintain a clear and effective record-keeping system.