Difference Wiki

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

Editability

Potentially editable or revisable
Static and unchangeable
Sumera Saeed
Oct 13, 2023

Transformation

Can become a record when finalized
Originates from a documented event or action
Harlon Moss
Oct 13, 2023

Permanence

Fluid until finalized
Fixed reference of a past event or action
Sumera Saeed
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

Record

To register or indicate
The clerk recorded the votes.
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 Saeed
Sumera 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 Saeed
Huma 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.

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