Randy briefly touched on the main point - a record is a HISTORY of an activity. As such, it should NOT be changed. It may be added to (a running tally of production for instance), but the previously entered data may not be altered.
I normally explain the distinction between "modifiable" documents and "unmodifiable" documents by saying:
- Modifiable documents are plans or instructions, which may change as circumstances change
- Unmodifiable documents (records) are history of events. Thus, correspondence between customer and supplier is normally considered a "record" since you can't erase what has been said or written. You can ADD to a record (to explain a previous error?), but it is taboo to change it as if it never happened. (A history of "changes" to a modifiable document is also a record.)
A special case needs to be made for RETENTION of records. Each organization should have a policy and procedure in place to set an original retention period for each type of record and then to review the record at the end of the initial retention period to determine
- if the retention should be extended
- or if the record should be relocated to an archive
- or if the record may be destroyed.
I hope this helps clarify the matter. If not, come back.