Document vs. Record: What's the Difference?
Edited by Huma Saeed || By Sumera Saeed || Updated on October 13, 2023
A document is any written, drawn, or printed information; a record is evidence of an event, activity, or transaction.
Key Differences
A document can encompass various forms of written, drawn, or printed information. It serves as a means to communicate, represent, or store data. On the other hand, a record specifically captures evidence of an event, activity, or transaction for future reference or evidence.
Sumera Saeed
Oct 13, 2023
Documents might be drafted for a multitude of reasons, including to instruct, inform, or entertain. Records, conversely, always have a purpose to validate or demonstrate that a particular event or transaction has occurred. They serve as a proof or an archive.
Sumera Saeed
Oct 13, 2023
In professional settings, many documents transform into records once they are finalized and need preservation. For instance, a draft of a contract is a document, but once it's signed and executed, it becomes a record of that agreement.
Sumera Saeed
Oct 13, 2023
A vital characteristic of documents is their potential to be edited, revised, or redrafted. Records, by nature, are static. Once established, records should remain unaltered to maintain their integrity and authenticity.
Janet White
Oct 13, 2023
While both documents and records play critical roles in organizational and personal contexts, they differ in purpose and permanence. A document generally remains fluid until finalized, whereas a record serves as a fixed reference of a past event or action.
Janet White
Oct 13, 2023
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Comparison Chart
Nature
Form of written, drawn, printed information
Evidence of an event, activity, or transaction
Sumera Saeed
Oct 13, 2023
Purpose
To communicate, represent, or store data
To validate or archive an event or action
Sumera Saeed
Oct 13, 2023
Transformation
Can become a record when finalized
Originates from a documented event or action
Harlon Moss
Oct 13, 2023
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Document and Record Definitions
Document
A paper or digital file that provides information.
He attached the document to the email.
Sumera Saeed
Oct 13, 2023
Record
Evidence of an event, activity, or transaction.
She set a new world record in swimming.
Huma Saeed
Oct 13, 2023
Document
Written, drawn, or printed information.
She kept the important document in a safe.
Huma Saeed
Oct 13, 2023
Record
A permanent account stored for reference.
The library has records of all borrowed books.
Janet White
Oct 13, 2023
Document
A representation of data in various formats.
The team collaborated on the document online.
Sumera Saeed
Oct 13, 2023
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Record
An archive of specific information.
The vinyl record played his favorite song.
Harlon Moss
Oct 13, 2023
Document
Evidence in written or printed form.
The detective collected the document as evidence.
Sara Rehman
Oct 13, 2023
Record
Documentation authenticating an occurrence.
The company kept meticulous financial records.
Harlon Moss
Oct 13, 2023
Document
A formalized written item.
The organization issued a new policy document.
Sumera Saeed
Oct 13, 2023
Record
An item kept for future evidence or reference.
Old court records were stored in the basement.
Harlon Moss
Oct 13, 2023
Document
A written or printed paper that bears the original, official, or legal form of something and can be used to furnish decisive evidence or information.
Sumera Saeed
Sep 16, 2020
Record
To set down for preservation in writing or other permanent form
She recorded her thoughts in a diary.
Sumera Saeed
Sep 16, 2020
Document
Something, such as a recording or a photograph, that can be used to furnish evidence or information.
Sumera Saeed
Sep 16, 2020
FAQs
Can a document be digital?
Yes, a document can exist in both paper and digital formats.
Sumera Saeed
Oct 13, 2023
How does a record differ from a document?
A record is evidence of an event or transaction, while a document contains information in various forms.
Huma Saeed
Oct 13, 2023
Can a document become a record?
Yes, once a document is finalized and requires preservation, it can become a record.
Sumera Saeed
Oct 13, 2023
Do records always exist in written form?
No, records can exist in various formats, including audio, video, and digital databases.
Janet White
Oct 13, 2023
Are documents always official?
No, documents can range from official contracts to informal notes.
Sumera Saeed
Oct 13, 2023
What is a document?
A document is any written, drawn, or printed information used for various purposes.
Sumera Saeed
Oct 13, 2023
What's the purpose of a document?
A document's purpose varies but often aims to communicate, represent, or store data.
Aimie Carlson
Oct 13, 2023
Can photographs be considered documents?
Yes, photographs can be considered documents, especially when they provide information or evidence.
Aimie Carlson
Oct 13, 2023
What's an example of a public record?
Marriage licenses, birth certificates, and property deeds are examples of public records.
Sara Rehman
Oct 13, 2023
How are documents classified?
Documents can be classified based on their purpose, content, origin, or format.
Harlon Moss
Oct 13, 2023
Why is the integrity of a record important?
The integrity of a record ensures its authenticity, reliability, and usability as evidence or reference.
Aimie Carlson
Oct 13, 2023
How long should records be kept?
The duration for keeping records varies based on the type of record and regulatory requirements.
Harlon Moss
Oct 13, 2023
Are records editable?
Records are typically static and should remain unaltered to maintain their integrity.
Aimie Carlson
Oct 13, 2023
How are medical records stored?
Medical records can be stored in paper format, digital databases, or electronic health record systems.
Sara Rehman
Oct 13, 2023
How are documents and records managed in organizations?
Organizations use document and records management systems to classify, store, secure, and retrieve documents and records efficiently.
Janet White
Oct 13, 2023
Can a document be edited?
Yes, documents can often be edited, revised, or redrafted.
Sumera Saeed
Oct 13, 2023
Is an email a document or a record?
An email can be both; it's a document by nature, but if it evidences an important event or decision, it can be preserved as a record.
Harlon Moss
Oct 13, 2023
Are all records permanent?
Records are meant to serve as permanent evidence of an event, but they can sometimes be purged or deleted based on regulations.
Sumera Saeed
Oct 13, 2023
Why are records kept?
Records are kept for reference, evidence, or validation of events or transactions.
Janet White
Oct 13, 2023
What's an example of a personal document?
A personal letter or a diary is an example of a personal document.
Sara Rehman
Oct 13, 2023
About Author
Written by
Sumera SaeedSumera is an experienced content writer and editor with a niche in comparative analysis. At Diffeence Wiki, she crafts clear and unbiased comparisons to guide readers in making informed decisions. With a dedication to thorough research and quality, Sumera's work stands out in the digital realm. Off the clock, she enjoys reading and exploring diverse cultures.
Edited by
Huma SaeedHuma is a renowned researcher acclaimed for her innovative work in Difference Wiki. Her dedication has led to key breakthroughs, establishing her prominence in academia. Her contributions continually inspire and guide her field.
