http://ow.ly/6U4RE
A blog post by Susan Goodman appearing on the aiim.org ERM Expert blog.
This article discusses the requirements regarding records retention at the corporate level. The author lists a number of items that can constitute a record. In addition, the author mentions the difference between unstructured data and structured data.
As the author states regarding the answer to the question posed in the title of the blog post, "The simple answer is that the final, complete or signed document that is evidence of a decision or transaction is the official record - and that is considered records management best practice. However, in our ever more complex electronic records world - it's simply not that simple. There are many complexities. And...as our electronic record-keeping systems mature....I believe that a more granular view is needed. Several of my technology friends who "get" records management - and with whom I've discussed this - have expressed the same opinion."
The article provides two use cases as examples to think about when dealing with this issue. In addition, the author states, "It is important to determine the records that must actually be created and maintained to satisfy regulatory as well as business requirements. Some source data may (depending upon a given firm’s interpretation) be considered no more valuable than as a means to generate the records. Other source data will be considered records to be maintained for the full required retention period for the “record.”"
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