Recordkeeping

“ The sample or specimen whole object record as distinguished from the individual record is in modern times extensively known and used in the sale of goods by travelling salesmen. In its rudiments as a means of visible communication of ideas it was doubtless as old and perhaps older even than the keeping of trophies for record. If e.g. man was herbivorous before he was carnivorous then doubtless primitive man scouting for food would bring back specimens for his family just as a modern boy may bring in specimens of the wild grapes or berries that he has found for information of the folks at home. ”

“ These, with the legislature itself, are the departments of government in which our archives originate.
Archives we have defined as the records, the business papers, of the province having a permanent value. All archives need not be of historical value in the narrow sense. Public documents may have a business or record value apart from history, yet it would be hard to say that any given document might not be found useful in some way in connection with history. The main value of a document is as an evidence of truth. ”

“ BASIC RELATIONSHIPS—PROPRIETORSHIP
Records and Their Functions.—As far back as our knowledge reaches, records of some sort have been kept and used and they have frequently formed the basis on which our knowledge rests. In a broad sense a record may be defined as a written memorial, a register or history of events, a testimony. Even though the desire to make and hand on to the future a record of achievement is a deep-seated characteristic, record-making has seldom been an end in itself. Knowledge of what has been done has always been a starting point and a guide for future achievement. ”

“ There are immense numbers of documents, some of them dating back to Norman and even earlier times, still in existence. The Record Office, in London, has many thousands of documents connected with the king's business; the borough towns and cities and the monasteries each had their own records, but most of these latter records disappeared in the sixteenth century; every old estate has such documents; and many of the old manors have still records going back many centuries. ”

“ In this article, however, we are only concerned with documentary records, or archives. In its accurate sense a record is a document regularly drawn up for a legal or administrative purpose and preserved in proper custody to perpetuate the memory of the transaction described in it; for the most part it forms a link in a complicated process, and unless the connexion between it and the other documents making up the process has been preserved, a portion of its meaning will have perished. ”

“ Of course when the farm business becomes very large and intricate, an elaborate system of bookkeeping is necessary. But for the myriads of little things that belong to the home side of the farmstead, this ingenious system is especially adapted. Here we may advantageously keep our records of such memoranda as specially concerns the family, the household accounts and receipts; inventions we may hear about and new devices in which we may be interested and that we may sometime want to find out about or make our own ”

“ Stone and metal will both one day pass away and unless some one sees fit to copy the inscription on a fresh block or tablet, the record will be lost. It is, then, only by continual renewal of its material basis that a record in written language can be made to last, and there is no reason why this renewal should not take place every few years, as well as every few centuries. There is even an advantage in frequent renewal; for this ensures that the value of the record shall be more frequently passed upon and prevents the preservation of records that are not worth keeping. ”

“ Indeed, a very high authority as good as told the writer in the war records office in Washington that no man's memory is as good as the published record, or entitled to any weight at all when not in entire harmony therewith. ”

“ There can be no reasonable doubt, we think, that the records which the county recorder is bound to keep, which private persons are authorized to employ for recording their instruments and evidences of title, and which the public have a right to inspect, have all the qualities that attach to public records. ”

“ The spreading desire to know something of paleography is very remarkable, and is much to be commended. For all persons who interest themselves in the documents to which they may have access in the possession of private persons, or in repositories not generally known, are helping in the grand work of making clear the laws and customs and mode of living of our ancestors, and thus constantly come across information, not to be found in our more public collections of records, which often throws light on many dark passages of history. ”

“ I do not suppose there is any magical thing in any fairyland to compare with the Record Book, on the pages of which are constantly being printed a record of every event that happens in any part of the world, at exactly the moment it happens. ”

“ I ask you to think of the Records not as documents which have come into existence somehow, and which somehow contain among them certain isolated matters that may give passing pleasure to persons of antiquarian tastes. I ask you to think of them as not being a mere mass of parchments and papers arranged in chronological order, in which the student of any particular period of history may find all that he wants, if only he exhausts all the documents of that period. ”

“ The first care, therefore, of the custodian of records should be to preserve this connexion, where it exists. In the majority of countries a previous task awaits him; it has been his duty to collect and arrange his documents. There are few countries in which records have not passed through a period of neglect; each office of state has kept or rather neglected its own papers; each court of justice has been the keeper of its own records; the student has been paralysed by a multitude of repositories among which he vainly sought the documents he required. ”

“ It is a long step, however, from even developed oral and gesture language to record, and it is still generally denied that among the traits of our kinship with the beasts any evidence has been discovered of what can be called record keeping. If this were true, then it would seem to follow that the animal ceased to be animal and became man precisely when he invented and began to practice record keeping—in short that libraries mark the very beginning of the human race! ”

“ With the lost files in the record, we should see that the court had the right to permit the parties to litigate before it as they did.
There is here no question of a restoration of lost records. This record has never been lost. It was not made until after the fire. The litigation was pending when that calamity occurred. What has been lost is part of the files which, when the time arrived to make up a record, would have been incorporated into it. What we have to consider is whether in the record as made their loss has been supplied. ”

“ There is no doubt in my mind that some efficiency record is necessary and valuable, and that a full record, including the usual high percentage of good things with the possible proportion of bad ones, is preferable to a mere blacklist, on which only the bad is recorded. ”

“ With respect to Entries of Record, in these Periods, That has been judged to be the most authentic Evidence of a Statute, which has been preserved as a Record or authentic Copy from antient Times, in the Custody of the highest Courts authorized for that Purpose. Such are Copies or Extracts of particular Statutes found in the Close, Patent, Fine, and Charter Rolls, being Records of Chancery. Such also are the Red Books of the Exchequer of Westminster, and Dublin. ”

“ As the recorders advance in universe service, they continue their system of dual recording, thus making their records always available to all classes of beings, from those of the material order to the high spirits of light. In your transition experience, as you ascend from this material world, you will always be able to consult the records of, and to be otherwise conversant with, the history and traditions of your status sphere. ”

“ Records Made on the "Exception Principle." — Much time is saved by separating records for the inspection of the man above, simply having him examine the exceptions to some desired condition, — the records which are exceptionally good, the records which are exceptionally bad. This not only serves as a reward to the man who has a good record, and a punishment for the man who has had a bad record, but it also enables the manager to discover at once what is wrong and where it is wrong, and to remedy it. ”

“ It is contended by the defendants, that this prohibition to give a copy of the plot and certificate of survey, excludes the idea of that notoriety which is ascribed to a record. Though inserted for preservation in a book which is denominated a book of record, it does not become, in fact, a record, until it shall partake of that characteristic quality of a record, on which the obligation to notice it is founded, being accessible to all the world. ”

“ The most ignorant dealer or plunderer may be a very successful digger, but he will not care for the value of a record. Recording is the absolute dividing line between plundering and scientific work, between a dealer and a scholar. The most blue-blooded dilettante collector who digs to possess fine things, but records no facts about them, is below the level of the dealer who will publish an illustrated priced catalogue, and state what was found together, and the details of the discovery. The unpardonable crime in archaeology is destroying evidence which can never be recovered ”

“ Whimpole, making a wild guess.
"Our bedroom. There should be a record on the walls; there should, indeed, be a record, such as is placed outside those houses in London which have been inhabited by famous people. Failing that, it is in the power of every man, assuredly of every rich man, to make for himself a record that shall be imperishable--far better, my dear sir, than the mere fixing of a plate on a cold stone wall." ”

“ Certainly if you look at the national network of archives—the records at the federal, state, local and academic levels—you would count well into the billions. Electronic records are only going to blow the top off. ”

“ In contradistinction those public documents which were issued in closed form under seal were known as “close letters,” litterae clausae.
Such public documents belong to the state archives of their several countries, and are the monuments of administrative and political and domestic history of a nation from one generation to another. In no country has so perfect a series been preserved as in our own. Into the Public Record Office in London have been brought together all the collections of state archives which were formerly stored in different official repositories of the kingdom. ”

“ Not only does information become more pervasive through multiple distribution systems, but—thanks to us—it becomes more persistent. That is to say, over the past century and a half, historians and archivists have done an excellent job in demonstrating the value of historical records of all sorts. We have created the age of the archives—the ways and means to save more stuff and for longer periods of time. ”

“ Record-keeping is a vital function in our society, and one of the most important records for every American is the medical record. That record, including reports prepared and edited by a medical transcriptionist from physician dictation, is the permanent history of a patient's medical care. ”

“ Others have been content with the notion that it is a list of families who became settled in England at the Conquest. But though warning has from time to time been given not to trust too implicitly to any thing which is presented to us as being the roll in question, people not inattentive to gentilitial inquiry, nor without something of the spirit of critical research, are heard to speak of such a roll as a document, a record, or at least a quasi record ”

“ Records Must Lower Costs and Simplify Work. — The quantity of records that should be made depends on the amount, diversity and state of development of the work done. No record should be made, which does not, directly or indirectly, actually reduce costs or in some way increase efficiency. The purpose of the records, as of Scientific Management in general, is to simplify work. ”

“ In the early annals of a country there is generally a great scarcity of authentic records; and, from a simple dearth of facts, the history of a whole century is compressed, not unfrequently, into a few pages: whereas, in later times, when documentary evidence begins to accumulate, the historians will often spread out the events of two or three years over several chapters. ”

“ This calculation appears to answer in the affirmative the question of the practicality of keeping palm and sole records of all citizens as advocated in my previous article. M. Bertillon has pointed out the numerous cases in civil life in which one's identity is in peril, and looks forward to a future in which some record, based upon physical characters, will be made of every citizen, but the trouble and inconvenience attending his own system of measurements and the fact that they are applicable during adult life alone, would leave them hardly to be considered for such a purpose. ”

“ Many letters of like topic have been lost or destroyed, and, space being limited, I hope those who have done a like part may not feel slighted. The true records are kept by the recording angel, and every one shall receive a just reward. ”