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Overview
A record is any document, email, or file that captures business activities, decisions or transactions. Records can be digital or paper files. It's the content that determines if they are a record, not the format.
Records can be:
- documents (Word files, PDFs, spreadsheets)
- communications and emails
- audio and video recordings (meetings, security footage)
- paper documents (application forms, maps)
- photographs
- databases
How to identify records
As a public employee, it is your responsibility to recognize records and manage them properly. Use the questions below to determine if a piece of information qualifies as a record.
If you answer YES to any of these questions, it’s a record:
Does it capture a decision, action, or transaction?
- meeting notes from a discussion about a new policy
- an email approving a budget request
Is it required for business, legal, or accountability purposes?
- a project plan for launching a new service
- a report of an audit
Does it protect citizens or government?
- a signed contract between a vendor and the government
- a citizen’s request under the Right to Information and Protection of Privacy Act
Is it the final version or an official copy?
- a final version of a report, not a draft with comments
- a signed agreement
Could it have future value to government or citizens?
- reports about infrastructure development
- a list of grant recipients for public programs
Your piece of information is NOT a record if it's a:
- draft: an early version of a document that doesn't show important changes or decisions
- duplicate: a document or email that has already been saved elsewhere
- personal email or document: an email or information unrelated to government business
- miscellaneous notice: an event flyer or announcement
Once you’ve identified a record, make sure it’s stored properly. Managing records ensures transparency, accountability, and efficiency in government work. Learn how to manage records.
Get help
Many public organizations have trained records professionals who can help you out. If you don’t know who to contact, you can reach out to an Information Strategist at the Provincial Archives.