What is the difference between a record and a document? (2024)

FAQs

What is the difference between a record and a document? ›

Main Difference – Document vs Record

A document is a piece of writing that contains information whereas a record is a document that can be used as evidence. Both documents and records provide information, but records also serve as evidence. This is the main difference between document and record.

Record - a record represents a collection of attributes that describe a real-world entity. A record consists of fields, with each field describing an attribute of the entity. File - a group of related records. Files are frequently classified by the application for which they are primarily used (employee file).

In ISO 9001, a Document is information that must be "maintained" and a Record is information that must be "retained". A Document will only have one valid version. It's describing the plan for how things should be done. Policies, procedures, manuals, specifications, SDS, are all examples of documents.

So, there is a slight difference and it could be pertinent to choose one over the other in certain situations. However, they could also be interchangeable in most cases. I suggest: Use 'record' if you are referring to a single document from one original witness/source; otherwise, use 'records'.

A record is any document - in any format (paper or electronic, and yes even video) - created or received by you or your department - that allows you to conduct business. The value of a record is determined by content, not by format.

When is a form a controlled document and when is it a record? This can sometimes be a source of confusion, but it's quite simple. The blank form is a controlled document and once it is filled in with data it becomes a record.

Documents describe how things should be done. They have a version history and they require a proper review process when updated. Records on the other hand show how things were done. They are proof of activities performed (i.e. proof of SOPs being followed) and they do not need a release process.

Records and documents have both similarities and differences. Both records and documents contain information that can be useful for various purposes. However, records are typically structured and contain specific data about objects or events, while documents are often unstructured and contain textual information.

Report can be prepared on the basis of records. Similarly, report can be presented as record. Record is always in the written form while report can be oral as well. Report especially oral report, can be forgotten while record can be preserved for a long time.

Document management helps to ensure accountability for the process of document creation; records management helps to ensure accountability for managing records that are needed to conduct the business of the organization.

What is an example of a record? ›

A record is a collection of items or data that is organized in a group of fields within a table that are related to a specific topic or theme. For example, police departments keep records of criminals and the crimes for which they were arrested and charged.

Record keeping and documentation requirements refer to the policies, procedures, and practices that organizations use to create, organize, store, and manage information. These requirements may be set by regulatory bodies or industry standards, or they may be established internally by the organization itself.

All records are documents but not all documents are records. Many records start out as documents and then become records when they are finalized. For example, an empty form is a document and then after it is filled in becomes a record.

a. : something that recalls or relates past events. b. : an official document that records the acts of a public body or officer.

A record is considered anything – papers, memos, presentations, reports, books, maps, e-mails, photographs, or documentary materials – that documents past, present and future business and operations.

All records are documents but not all documents are records. Many records start out as documents and then become records when they are finalized. For example, an empty form is a document and then after it is filled in becomes a record.

A record is a document, data, set of data that is created or received in the course of an organization's business that: has Structure, that is the physicality and internal organization of the Content.