Can I use the word 'Template' instead of 'Record'?

[erwinpeter]

Hi,
I have written a complete set of Manuals and Procedures for the organization and within it I have identified various formats of forms and registers. These formats I have termed as 'Template' in the documents. The numbering system follows the following: <Department>-"TM"(for Template)-<Incrementing Number> (<Version> <Effective Date>)

For example:
MSY-TM-08 - Master List of Records (v1.0 02-Jul-07)
MSY-TM-09 - Complaints Register (v1.0 02-Jul-07)
MSY-TM-10 - Complaints Report (v1.0 02-Jul-07)
MSY-TM-11 - Annual Internal Audit Plan (v1.0 02-Jul-07)
MSY-TM-12 - Internal Audit Schedule (v1.0 02-Jul-07)

In our 'Records Control Process' we have mentioned "All Records generated in <Organization> must use the latest Format/Template published. The Master List of Records is regularly updated (if there are any changes), with details of latest Templates available to generate Records. The identification of a record is based on the format prescribed and the date mentioned on the record or record number (if any)."

Question: I am not sure whether I can use the word 'Template' instead of 'Record' as the standrads does not mention 'Template' enywhere for meaning 'Records'. Appreciate your help.

Thanks,
Erwin Peter

 

[AndyN]

Erwin:
What you've described seems to be a very well thought out system of documentation.

The records that are referred to in the standard (like ISO 9001:2000 etc.) normally mean the actual data recorded on a form (using your template). I therefore see no issue with what you've got, as long as it's clearly defined that the record is the data.

 

[Miner]

There should be no issue. A Record is a document (hardcopy or electronic) that contains data/information regardless of its name.

 

[Randy]

You can call it "thinga-bobby" as long as everyone knows wat it is and means.