RECORD

(Research from Wing Tam)

Information in a collaborative team should be recorded if it provides evidence of the decision or actions of a party during any activity. Records in collaboration can be any meetings, conversations, text or messages. While making records in meetings, it is important to assign the responsibility for preparing minutes of the meeting in order to ensure the major decisions are recorded. The drafted minutes must be circulated to people involved for ensuring that it accurately reflects the discussion at the meeting. And finally keep the approved minutes of meetings with an appropriate recordkeeping system.

Collaborative conversations can be any face-to-face meetings or telephone calls. Those conversations may give significant advice, decision or reaching a commitment. Creating a file note for record that includes details of people involved, date, time, topics discussed and actions or decisions made or authorized. Keeping a good record can provide evidence that the criteria had been achieved; ensure all legislative requirements are being followed; provide tangible information on which to base decisions and provide direction for future research based on documented experience

The Queensland Public Authorities suggested the essential attributes of records should be adequate, meaningful, accurate, authentic and inviolate.

1. Adequate * Records that document more important or higher risk transactions need to be more detailed than records which document low risk activities.

2. Meaningful * Meaningful records may be understood in the context of the processes for those parties may use.

3. Accurate * An accurate record reflects what was communicated, decided or done.

4. Authentic * An authentic record is a record that can be proven and trusted to be what it purports.

5. Inviolate * To be inviolate, a record must be securely maintained to prevent alteration and unauthorized removal.

References:

Queensland State Archives 2008, Public Records Brief : full accurate, Queensland Government, accessed 13 April 2009, < http://www.archives.qld.gov.au/publications/PublicRecordsBriefs/full_accurate.pdf>.

Queensland State Archives 2008, Public Records Brief : collaborative workspaces and recordkeeping, Queensland Government, accessed 13 April 2009, < http://www.archives.qld.gov.au/publications/PublicRecordsBriefs/collaborative_workspaces.pdf>.

Queensland State Archives 2006, Public Records Brief : Capturing records of meeting, conversations,text and instant messages, Queensland Government, accessed 13 April 2009, < http://www.archives.qld.gov.au/publications/PublicRecordsBriefs/BusinessRecords.pdf>.