Posted in
- Types of Files
- Traditionally, a file has been a strictly tangible thing: a paper folder containing more paper.
- For the purposes of this course, a "file" is considered to be a grouping of like information, regardless of the media upon which that information is recorded. The information itself is recorded upon "records". There are several complexities to consider in using this definition and these will be explored as the course develops.
- Subject files
- Records which relate to a given subject or topic area are brought together (whether physically or logically) for ease of reference.
- Records may reflect a range of originators, formats and content.
- Records are compiled into subject files to support research, provide a context for decision making and to serve as a knowledge base for a person or group or records system users. These characteristics may lead to the users' perception that the files serve a personal need and, therefore, may be consciously or unconsciously perceived to be "personal" files, i.e. personally owned bu the user. In such a case, the records may be personally held by the user, known only by one or a limited number of users and may be viewed as unconnected to the corporate body. This view is not correct and may present significant risk for both the corporate body and the individual(s).
- Case Files
- Records which relate to a given set of circumstances and document an event of "case".
- Rechords which have a common method of naming (person identifier, case number, etc.).
- Records are compiled into case files to support comprehensive interaction with the subject of a case. Examples include personnel files, insurance claims, medical files, customer history files, etc. Case files are most easily accepted by user as belonging to the organization. The greatest adherence to policy and procedure tends to be in the area of case files because these are often the subject of audit, litigation and viewed by a range of people in the organization.
- Project Files
- Records which relate to a time limited set of activities which, when taken as whole, represent a project with attending legal, financial, operational or other implications unto itself within relevant organizational context.
- Records which can cross the boundary between subject and case files but are logically separate from both due to the time limitation of documented events. Project files are often viewed by users as partially "official" and partially "unofficial". That is, users tend to fully grasp the organizational nature of the project itself, but may tend to take a personal ownership of project activity and support participation with materials that are viewed as more personal than corporate in nature. This thinking can result in the retention or destruction of information content outside of approved, legally vetted retention schedules.
- Records contain the explicit knowledge base of any orgtanization. They represent corporate memory--short and long term. They document activities and form the basis of decision making. They reflect corporate culture ad operational practices.
Records retention plans establish the length of time that records will:
- exist in active office space
- exist in secondary, less expensive office space, warehousing or off line storage
- be destroyed, archives, or otherwise disposed of through activity that may generate revenue such as recycling, sale or gift based on residual value as an intellectual or physical asset.
