Basic Records Examination
In the realm of federal government operations, the term "record" holds a significant importance. According to U.S. Code 44 § 3301, a record is defined as any information, regardless of format or medium, that is created or received by the federal government in the course of conducting its business and is preserved due to its evidential or informational value.
This definition applies broadly, encompassing information produced or received by government employees or systems, regardless of origin or transmission method. The key characteristic of a record is its role in documenting government activities or serving as a source of information.
Interestingly, materials made or acquired solely for reference or exhibition, like library or museum materials, are excluded from being considered records. However, working files or working papers, when they are circulated or made available to employees for official purposes and contain unique information, often fall under this category.
Copies posted on websites are also considered records, as they serve a unique function and purpose, namely to make information available to the public or other users. Similarly, copies of a single form may each be a record, as each serves a separate purpose.
On the other hand, copies kept only for convenience of reference, duplicate copies of documents, physical exhibits, artifacts, and contact lists associated with email and personal devices are examples of non-record materials. It's essential to note that only copies kept for convenience or reference are non-record; original records or copies of records that are not identified as the recordkeeping copy are often referred to as non-recordkeeping copies.
It's important to remember that records are made by agency employees or systems and are often circulated or available to others. Copies that are records must have a NARA-approved disposition authority.
Lastly, it's worth mentioning that received does not refer to misdirected materials, but may or may not refer to loaned or seized materials. Consult agency legal counsel about government ownership of loaned or seized materials.
In essence, a record under 44 U.S.C. 3301 is any documented information related to federal government business that must be retained for its value as proof or information. Understanding this definition is crucial for maintaining transparency and accountability in government operations.
In the realm of policy-and-legislation and general-news, the federal government's records, as defined by U.S. Code 44 § 3301, are crucial for maintaining transparency and accountability, as they encompass any information created or received by the government in the conduct of its business. These records may be available online and serve as a source of information, even though copies kept for convenience or reference might not be considered records themselves. Politics often revolve around these records, as they contribute to the understanding of government activities and decision-making processes.
