Quick Answer: What Is Not A Record?

What are personal papers?

Personal papers are documentary materials belonging to an individual that are not used to conduct agency business.

They relate solely to an individual’s personal and private affairs or are used exclusively for that individual’s convenience..

What records should be kept?

How long should you keep important documents?Store permanently: tax returns, major financial records. … Store 3–7 years: supporting tax documentation. … Store 1 year: regular statements, pay stubs. … Keep for 1 month: utility bills, deposits and withdrawal records. … Safeguard your information. … Guard your financial accounts. … Properly dispose of paper documents.

How do you keep records?

These five easy steps will help you create a simple financial record-keeping system: capture, check, record, review, and act.Capture the Information.Check to Make Sure the Information Is Complete and Correct.Record the Information to Save It.Consolidate and Review the Information.Act Based on What You Know.More items…

What is the difference between a record and a document?

A document is a content file that has information in a structured or unstructured format. … There are no requited retention schedule for documents beyond its business need. All records are documents but not all documents are records. Many records start out as documents and then become records when they are finalized.

How do you effectively manage records?

8 Steps to Effective Records ManagementDetermine what records you need to have. … Take inventory to see what records you are keeping. … Create a document retention schedule based on legal requirements and business needs. … Figure out the best way to store each type of record. … Create a location for records storage.More items…•

At what point does a document become a record?

The answer is simple: “A document becomes a record when the description of the document’s content can be found on the company’s official records retention schedule.” To be more precise, “A original document becomes an official record when the content of a document matches words and phrases on the company’s official …

What are the types of records?

Some of the most significant record types are:Property records – title deeds and settlements.Accounting papers – including rentals, vouchers, surveys and valuations.Legal papers.Inventories.Correspondence.Enclosure papers.Manorial papers – court rolls, custumals, terriers, surveys etc.Personal and political papers.More items…

What is a record series?

The most common unit of records is called a “series.” A series of records were accumulated and used together for a specific purpose, during a distinct period of time, and the records in a series are usually arranged in a particular order. … This file might be a records series.

Is a routing slip a record?

Non-Record Examples of non-records: … Duplicate copies of documents maintained in the same file; Routing slips and transmittal sheets adding no information to that contained in the transmittal material; Physical exhibits, artifacts, and other material objects lacking evidential value.

What records need to be kept?

To be on the safe side, McBride says to keep all tax records for at least seven years. Keep forever. Records such as birth and death certificates, marriage licenses, divorce decrees, Social Security cards, and military discharge papers should be kept indefinitely.

Which of the following are considered non records?

The following are examples of non-record material: Extra copies of documents preserved only for convenience, or reference, of which no action is recorded or taken. Publications or other processed documents that require no action and are not part of a case on which action is being taken.

Why do we record and file documents?

Filing means keeping documents in a safe place and being able to find them easily and quickly. Documents that are cared for will not easily tear, get lost or dirty. A filing system is the central record-keeping system for an organisation. It helps you to be organised, systematic, efficient and transparent.

What is a non record?

Nonrecords are informational material that does not meet the definition of a record; e.g., extra copies of documents kept for convenience; reference stocks of publications; blank forms, formats, or form letters; documents that do not contain unique information or that were not circulated for formal approval, comment, …