Abstract:
The physical appearance and content are the major characteristics that describe a record. Physical appearance is tangible while contents are intangible aspects of a record. The format, size and contents of records differ significantly according to [1] According to [2] a record is a document generated and made available to a relevant person or entity while executing their day to day duties and maintained for present and future use. [3] stated that a record is a representation of the organization’s memory and forms the basis for decision making as well as the last line of defense in case of legal suit. On the other hand, [4] described a record as information generated in a form that is easy to reproduce and use in running the day to day business affairs of an organization. That a record is a piece of information generated, obtained or availed so as to commence, execute and finalize an activity. From the aforementioned definitions, it can be concluded that a record is the aftermath, outcome or final output of a business activity which is used as a basis for gauging employee performance and ensuring that each and every person is held accountable. The organizations employees generate or obtain records to act as proof of execution of assigned tasks and responsibilities which form part of their work in the organization [5].
