Records are stored configurations of data and information for reproduction, use, measurement, indication and evidence in the future.
The records capability is the information capability system which functions to realize record types, approvals, revisions, maturity states, and reporting, storage and retention requirements.
The purpose of the records capability is to enable and assure the abilities of the records of the enterprise.
Record management is the information capability management of the records capability.
The purpose of record management is to enable and assure the management and abilities of the records capabilities of the enterprise are controlled, balanced and aligned to the mission and needs of the enterprise as a whole.
Record Management Responsibilities
The information manager role is responsible for record management of the records capability.
Record management work products include record management ideas, requirements, plans, risks, opportunities, reviews, decisions and action items.
The records architecture is the information architecture of record management of the records capability.
The information manager role uses the records architecture to support record management responsibilities and activities.
The purpose of the records architecture is to provide a management structure to enable and assure the records capability of the enterprise are controlled, balanced and aligned to the mission and needs of the enterprise as a whole.
The structure includes record types, configuration items, data items, approvals, time stamps, revisions, maturity states, storage state and retention periods.
Records Architecture Responsibilities
The information architect role is responsible for architecting the records architecture in support of the record management responsibilities of the information manager role.
Records architecture work products include records architecture concepts, descriptions, models, views, viewpoints, specifications and analyses.
Figure 63 – Records Team Concept