MAKERERE UNIVERSITY

P.O Box 7072 Kampala-Uganda Tel. 0481660396

COLLEGE OF ENGINEERING, DESIGN, ART AND

TECHNOLOGY

SCHOOL OF ENGINEERING

DEPARTMENT OF ELECTRICAL AND COMPUTER ENGINEERING

RESEARCH METHODS: TEC4101

GROUP ASSIGNMENT: DOCUMENT AND RECORDS

NAME COURSE REGISTRATION

NUMBER
MUHWEZI KENNEDY BIOMEDICAL 19/U/6502/PS
ENGINEERING
KIRABO BRUNO KABUGA COMPUTER ENGINEERING 19/U/14772/PS
WAKIKU ELVIS ENOCK BIOMEDICAL 19/U/6497/PS
ENGINEERING
WAMBI DANIEL COMPUTER ENGINEERING 19/U/15932/PS
KYOMUGISHA DION COMPUTER ENGINEERING 19/U/29152
LYNATTEE
Table of Contents
INTRODUCTION ....................................................................................................................................... 1
DOCUMENT ............................................................................................................................................. 1
Types of Documents ........................................................................................................................... 2
Advantages of Documents .................................................................................................................. 2
Disadvantages of documents .............................................................................................................. 3
RECORDS ................................................................................................................................................. 3
Types of records .................................................................................................................................. 3
Advantages of records ........................................................................................................................ 4
Disadvantages of records. ................................................................................................................... 5
Document vs. Record .......................................................................................................................... 5
A clear example to clearly differentiate between a record and a document: .................................... 5
Sources of Documents and Records ................................................................................................... 6
Public Records ..................................................................................................................................... 6
Conclusion ........................................................................................................................................... 8

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 DOCUMENTS AND RECORDS
INTRODUCTION
The phrases "documents" and "records" are no longer used in the ISO 9001:2015 standard.
Now both are referred to as "recorded information." The word "documented information" refers
to information that needs to be managed and maintained, according the definition in ISO
9000:2015. It therefore demands that in addition to maintaining and managing the information,
you do the same for the medium. Records are documented information that is "retained,"
whereas documents are documented information that is "kept," and this is the primary
distinction between the two.[1]

Documents are forms (templates) that have not yet been completed. Records are completed
forms (templates) that contain essential information. All records are documents but not all
documents are records. Many records start out as documents and then become records when
they are finalized. For example, an empty form is a document and then after it is filled in
becomes a record. [2]

Although the terms "document" and "record" have the same meaning when used generally,
they have different meanings when used in the context of information. [3] The activity is
planned out in advance in the document, and the record is created once the action has been
completed. When they are used as evidence, many documents eventually turn into records.
Records cannot be changed or updated since they are used as evidence. A record is always
complete in itself because it is made after something is done, whereas a document is never
finished and always leaves room for adjustments and additions. Documents tend to be less
organized than records, which are usually more structured and have an appropriate form. While
records may be presented as tables, graphs, or graphics, the majority of documents are written
or typewritten.

DOCUMENT
A document is a content file that has information in a structured or unstructured format. It is
an editable file and can be stored as paper or digitally. [3] Documents can be changed and
revised as needed. These are “live” files currently being used in transactions. Some examples
of documents are customer lists, purchase orders, and phone lists. There are no required
retention schedule for documents beyond their business needs. A document can be considered
dynamic in nature and likely to change at any time such as a risk assessment or standard
operating procedure. A document’s contents are subject to change and can be updated at any
time to reflect new working practices. Almost all businesses will have documents that are
updated frequently and maybe even on a daily basis.

We all create, receive and use documents in our daily lives. Emails we send and receive,
memos, reports, shopping lists, etc. are all examples of documents. We need these documents

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on a short-term basis to help us to work consistently and productively and to keep track of
progress in projects and activities. Pictures, videos, and audio can all be classified as documents
in addition to written text. Articles, newspapers, old journals, and purchase invoices are all
examples of documents. One of the types of information is the document. It could be electronic
or manual. It may be a smaller portion of something larger or comprise numerous files.
Documents have different values depending on how they are used, therefore their validity
cannot be contested. Documents can be of any kind. They could be manuals that include
instructions on how to perform specific tasks. It could be some question-and-answer sheets.
Documents may also contain a handbook of information. Copyright claims are also shown in
some papers. They demonstrate a person's ownership of a work, text, image, etc.

The document is a representation of a thought which is written, drawn, or represented. In the

modern age, most documents are in typed form, so they include text colors, font sizes, images,
tables, and graphics used in them. Based on advancements in technology, typewritten
documents are much better than handwritten documents as they can easily amend. Editing and
deleting is a much easier process in typewritten documents. Web-based documents are the
documents available on the internet. They are present on different websites.

Types of Documents

There are many different types of documents that are used in various settings. Some common
types of documents include:

• Legal documents, such as contracts, deeds, and legal agreements

• Financial documents, such as invoices, receipts, and financial statements
• Government documents, such as birth certificates, tax forms, and voting records
• Educational documents, such as transcripts, diplomas, and report cards
• Medical documents, such as medical records, prescription orders, and consent forms
• Employment documents, such as resumes, job applications, and performance
evaluations.
• Business documents, such as memos, reports, and business plans
• Personal documents, such as passports, driver's licences, and birth certificates.

Advantages of Documents

• Documents provide a permanent record of information, which can be useful for

historical or archival purposes.
• Documentation cuts down duplicative work. With documentation in place, you can
refer to past work and learn from it, instead of doing it all over again with the same
results. [5]

• Documents can serve as a reference point and can be referred to at a later time.
• Documents can provide evidence of a particular transaction or agreement, and can be
used to establish the terms of a contract or other legal agreement.
• Documents can be easily shared with others, allowing multiple people to access and
review the information they contain.
• Documents can be easily organised and stored, allowing for easy retrieval and access
when needed.

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 • Documents can be easily edited and updated, allowing for changes and revisions to be
made as needed.

Disadvantages of documents

• Documents can be easily lost or damaged, potentially leading to the loss of important
information.
• Documents can be easily altered or forged, potentially leading to the spread of
misinformation.
• The use of documents can be time-consuming and labour-intensive, especially when
large amounts of information need to be recorded or organised.
• The use of documents can be expensive, especially if specialised equipment or software
is needed to create or manage them.
• The use of documents can be environmentally harmful, as the production and disposal
of paper can have negative impacts on the environment.

• Researchers may impose their own meanings when interpreting data.

• Positivists reject documents most of the time for not achieving main goals of reliability,
representativeness or generalizability.
• May be seen as subjective.
• Can be time consuming.
• personal documents - letters are written with audience in mind- personal bias.
• Ethically they may not have been made for research purpose so need informed consent.

RECORDS
Records are historical files that provide “proof of existence.” The type of physical media does
not impact the classification of a record. It can be on paper, microfilm, or even digital. Records
are not editable and cannot be recreated. [7] Some examples of records are driver’s licences,
legal filings, and tax returns. Records have strict retention schedules that are defined by a
business, industry and location. Records are used to capture and record data that can be
referenced at a future time, the data is thus considered historical in its nature. Examples of
historical data might be training records, conformity checks, order specifications and
completed orders etc. A record’s information cannot be modified because it just documents
what has already occurred.

All the researches conducted by different researchers are saved for future study. Records are
covered by retention requirements and you should keep an updated retention schedule based
on your location and industry. Records are stored in particular locations which include total
digital storage as well as physical printed copies. If the physical printed records are of high
value or of great historical importance, their storage location will be highly secure and tightly
controlled in terms of security and humidity.

Types of records
There are many different types of records that can be kept for various purposes. Some common
examples of records include:
• Financial records, such as accounting records and bank statements, which document the
financial transactions of an individual or organisation.
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 • Legal records, such as contracts and court documents, which provide evidence of
agreements and legal proceedings.
• Medical records, which document the medical history and treatment of an individual.
• Educational records, such as transcripts and report cards, which document a student's
academic performance.
• Personnel records, which document the employment history and personal information
of an individual.
• Historical records, such as diaries and letters, which document events and experiences
from the past.
• Government records, such as census data and voting records, which document the
activities of government entities.
• Technical records, such as manuals and instructions, which provide information on how
to use a product or service.
The type of records kept will vary depending on the specific needs and requirements of the
individual or organisation.

Advantages of records
• Their purpose is to provide reliable evidence of, and information about, 'who, what,
when, and why' something happened.
• Records make available needed facts, figures and correspondence.
• Ensure continuity in administration
• Planning and scheduling organizations activities
• In some cases, the requirement to keep certain records is clearly defined by law,
regulation, or professional practice. More often, recordkeeping is a matter of policy and
good business practice, developed over time and "built into" work processes, to ensure
that the organisation can:
o refer to records of past transactions in order to perform subsequent
actions
o produce evidence of financial or contractual obligations, to avoid
dispute or protect against legal liability
o draw on evidence of past events to make informed decisions for the
present and future account for its actions and decisions when required to
do so.

• The records of government also help to protect individual rights and entitlements,
safeguard the public interest, and contribute to the historical record.
• Preserve Company Knowledge. Records document the activities of the company, which
managers may use in future to research the workings of the company.
• Safeguard Important Information. Record management system preserves the integrity
and confidentiality of important records and safeguards it as per set rules. This
disallows unauthorized users from tampering with sensitive and important records.

In summary:

1. Evidence: Records can serve as evidence to support a claim or to establish a fact.

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 2. Proof: Records can provide proof of events, transactions, or other activities.
3. Accuracy: Records can help to ensure accuracy, as they provide a written record of
information that can be reviewed and verified.
4. Organisation: Records can help to organise information and make it easily accessible.
5. Communication: Records can facilitate communication by providing a written record
of information that can be shared with others.
6. Transparency: Records can promote transparency and accountability, as they provide a
written record of actions and decisions that can be reviewed by others.
7. Continuity: Records can help to maintain continuity by providing a written record of
information that can be used to inform future decisions and actions.

Disadvantages of records.
• Records can be difficult to read and understand if they contain a large amount of data,
making it hard to extract valuable information.
• Records can become outdated or inaccurate over time, leading to incorrect or
incomplete data.
• If records are not organised properly, it can be difficult to search and retrieve specific
information.
• There is a risk of data loss or corruption if records are not backed up regularly.
• Inconsistent data formats or structures can make it difficult to integrate records from
multiple sources.

Document vs. Record

A clear example to clearly differentiate between a record and a document:
A clear example of the difference between a record and a document would be the
information contained in a student's school file. The student's record might include their
name, date of birth, address, and contact information, as well as their academic history, test
scores, and other relevant data. A document, on the other hand, might be a specific
assignment, report, or essay that the student has written. While the record provides an
overview of the student's background and performance, the document is a specific piece of
information within that record.

➢ A document is planning about how something can be and should be done. On the other
hand, a record is evidence of something done.
➢ A document is never complete, and there is always a space of making changes and
adding something new, whereas a record is always complete in itself as it is made after
something is done.
➢ The document is easily be altered; on the contrary, the record cannot be altered or
edited.
➢ The document is less durable than the record.
➢ The document gives a general status of something without any specification of time.
On the flip side, the record gives specific information about something within a specific
period.
➢ The document is less accurate, whereas the record is more precise.
➢ The document is mostly unstructured but sometimes structured; conversely, the record
is highly formal and organized.

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 ➢ A document can easily be modified and recreated. On the opposite side, a record cannot
be recreated.
➢ The document is made to plan actions; on the other hand, the record is made to keep
evidence of actions.
➢ The document includes books, textbooks, and novels; on the flip side, the record
includes maps, official files, identity cards, and property files.
➢ Document: An original or official paper used as the basis, proof, or support of anything
else, including any writing, book, or other instrument conveying information pertinent
to such proof or support.
➢ Record: anything (such as a document or a phonograph record or a photograph)
providing permanent evidence of or information about past events; the film provided a
valuable record of stage techniques [9]

Sources of Documents and Records

Primary sources, generally, are original materials on a subject [10];

Some examples of primary source formats include [11]:

• archives and manuscript material.

• photographs, audio recordings, video recordings, films.
• journals, letters and diaries.
• speeches.
• scrapbooks.
• published books, newspapers and magazine clippings published at the time.
• government publications.
• oral histories.

Secondary sources are those in which the author gives a second-hand account of the
information. Typical secondary sources include [11]:

• Scholarly Journal Articles. Use these and books exclusively for writing Literature
Reviews.
• Magazines.
• Reports.
• Encyclopedias.
• Handbooks.
• Dictionaries.
• Documentaries.

Public Records
All levels of government--city (local), state, and national (country)--collect information about
people and places. These types of records include census, immigration, and naturalization
records, title deeds (which help track real estate transactions), pension and military records,
trial transcripts, war diaries, military records, and so on. Such documents are mostly used by

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historians, family genealogists, and other researchers, but many are also available to members
of the general public. You can find these records in national archives, libraries, historical
societies, collectors’ homes, and museums. Some records are only available on microfilm, but
in many cases you can see the real thing. [10]

➢ Censuses
➢ Birth and Death Records
➢ City Directories
➢ Church Registers
➢ Affidavits of Petition
Affidavits of Petition are legal documents, sworn under oath, that make a request of
some sort.
➢ Maps
Maps are wonderful tools for reconstructing the past. Maps can help researchers
visualize and interpret how an area has changed or has remained the same over a period
of time.
➢ Photographs
Photographs and their predecessors, stereographs and daguerreotypes, are another kind
of record that helps us understand the past. Photographs are exciting because they help
us visualize what people, places, and things looked like. Analyzing photos can reveal
information about the point of view of the photographer, as well as about the technology
of the period--how things were made and used. [10]
➢ Manuscripts
The papers, letters, diaries, account books, wills, and other records that have been
preserved by museums, libraries, archives, churches, and families together provide the
building blocks for the historian. [10]
➢ Handbills
Handbills were used in the nineteenth century (and before) as a tool for communication-
-for "getting the word out" on events and newsworthy items. (We still use handbills
today; only we call them posters or advertisements.) A close "reading" of a handbill can
tell us a lot about the event it describes.
➢ Newspapers
Some newspapers appear daily; others are weeklies, monthlies, bi-monthlies, or even
quarterlies. Some only appear when there is enough money to publish and produce
them. Newspapers are a major source for historians. They capture events and opinions,
and they cover a variety of topics--local and international, business and real estate,
culture and people. You can use newspaper advertisements to learn more about how
people lived and you can use obituaries to find about more about how they died. The
"voice" of a newspaper, or its editorials, can tell us a great deal about how a section of
the community thinks
➢ Objects
Constructed objects that are available for interpretation and discussion are known as
artifacts. Portraits and paintings, furniture, equipment, tools, clothing, toys, hairpins,
jewelry, sculpture, remnants of buildings, headstones from cemeteries ... that’s right, if

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 it was made by a person, it’s an object worth investigating. This type of evidence can
stimulate the imagination and lead to useful hypothesizing and educated guessing.
hObjects are most useful when they can be seen in three dimensions. But sometimes
the best you can do is look at a two-dimensional version, like a photograph. Objects
can be studied for what they tell us about the period in which they were made and the
people who used them. [10]

Conclusion
It is important to keep accurate and organized documents and records for a variety of reasons.
Proper documentation ca help with decision making, provide important information for legal
and financial purposes, and help ensure that activities are carried out consistently and in
accordance with relevant policies and regulations.

It is important to establish clear guidelines for the creation, storage and retention of documents
and records to ensure that they are reliable and easily accessible.Regular review and updates to
document and record-keeping systems can also help to ensure that they continue to meet the
needs of an organization.

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REFERENCES

[1] [Online]. Available: https://the9000store.com/iso-9001-2015-requirements/iso-9001-

2015-required-support-resources/iso-9001-2015-detail-documented-information/.

[2] [Online]. Available: https://9001consult.co.za/iso-9001-documented-information-

documents-vs-records/.

[3] [Online]. Available: https://pediaa.com/difference-between-document-and-record/.

[4] [Online]. Available: https://profound-answers.com/what-are-different-types-of-

documents/#What_are_different_types_of_documents.

[5] [Online]. Available: https://www.atlassian.com/work-management/knowledge-

sharing/documentation/importance-of-documentation.

[6] [Online]. Available: https://datascope.io/en/blog/8-disadvantages-of-paper-document-

management-system/.

[7] [Online]. Available: https://pediaa.com/difference-between-document-and-record/.

[8] [Online]. Available: https://inside.southernct.edu/records-and-info/rim-in-ct/types-of-

records.

[9] [Online]. Available: https://www.difference.wiki/document-vs-record/.

[10] [Online]. Available: https://uscupstate.libguides.com/c.php?g=318776&p=3049030.

[11] [Online]. Available: https://profound-answers.com/what-are-different-types-of-

documents/#What_are_different_types_of_documents.

[12] [Online]. Available: https://profound-answers.com/what-are-different-types-of-

documents/#What_are_different_types_of_documents.