Complete and reliable records

Glossary topic: 
Recordkeeping

Records for which the content, context and structure can be trusted as a true and accurate representation of the transactions, activities or facts that they document and can be depended upon.

The complete and reliable record must:

  • contain not only the content, but also the structural and contextual information necessary to document the transaction and make sense of the content
  • be meaningful–the record can be understood because of the information it contains and/or the linkages that ensure the context in which the records were created and used is apparent
  • contain only the amount of information or context it needs to be meaningful and does not include extraneous information.
  • have context–the record includes metadata and information that shows the business, legal and social context, relationships to other records, record systems and those who create, manage and use records
  • be authentic–it can be proven and trusted to be what it says it is and to have been created, used, transmitted in the way and by the person (or agency) that is says it was created, used or transmitted by
  • be secure–protected to prevent unauthorised access, alteration and removal
  • be accessible–can be located and accessed as required