A record is information created, received, and maintained as evidence and as an asset by an organization or person, typically in pursuit of legal obligations or in the transaction of business. It includes not only the content of the information but also the context and structure that help understand its creation and use
. More specifically, a record generally has these characteristics:
- Content : The actual information, such as meeting minutes, reports, or presentations.
- Context : Details about who created the record, when, and under what circumstances.
- Structure : The format and software used to create and present the record.
- Metadata : Descriptive, rights, technical, and administrative data supporting the record.
To be trusted, a record must be authentic, reliable, have integrity (unaltered), and be usable (accessible and linked to related records)
. Records can take many forms, including documents, emails, videos, or data sets, and are maintained as evidence of an organization's activities. They can be physical or digital and are essential for legal, administrative, and historical purposes
. In summary, a record is a preserved piece of information that serves as proof or evidence of a transaction, decision, or activity within an organization or by an individual
