Record

Records are information, data or documents which carry with them sufficient information about the context of their creation and their structural properties, and are embedded within the accountability framework of an organisation so as to ensure their integrity and authenticity for the period for which they are designated as accountable documents.[1]

Keeping records have become essential in any situation. By acknowledging that people keep records of their lives for example, photograph have been around for many years and have become a great tool for recording events. Keeping a record is important, and useful to the person that accesses these records whenever they like. But how do we know if record keeping will do its purpose, will it last the distance intended? And what are the best means of keeping a record in our collaborative tasks.

First we need to establish a documentary base which is reliable, trustworthy and which ensures that evidence of action is available for as long as it is needed [1]. A cost effective (free), reliable, and accessible by all members. Brainstorming and producing a list of alternate record keeping methods was evident that there are many ways to record information, which one of those is most useful to us as a group was an emailing system. Emails are not necessary a document management system, but have been a source of communication between members of the group. As our main source of interaction we decided email systems our medium to keep track and record the progress of the group tasks.

It’s safe to say that all members have access to an email system, and are able to use it without any training. The cost effectiveness of email system is some what free via www.hotmail.com. We are also confident that this system is going to last the duration of this subject and that we are not going to lose information over the next 8 to 10 weeks. Other forms of record keeping maybe conducted through a forum set up within our Wiki (www.arch1392group2.wiki.com). This is a great place to converse and collaborate in our group task. I have attached a screen shot of my emails, keeping track of all communication by sorting emails into one folder for easy access. And a screen shot of our forum for another source of communication that is keeping record of our posts.

Reference:
[1] Recordkeeping Systems - Publications http://www.recordkeeping.com.au/pub_docmgt3.html
12/04/2008 10:37 AM