A record is a captured item in the system that contains specific restrictions and properties. A record is preserved because of the value of data in the record.
The system places a record in a file plan structure hierarchy. The placement in the file plan determines any additional instructions for the record such as how long to maintain the record in the system, to what degree a user can modify the record, and whether a record is categorized as vital.
Along with the access privileges that are available for documents, records security also provides additional access restriction to records. In other words, you can grant users access to a record (just as you do for a document), and you can also deny access to a record.
The following properties are required properties specific to a record: author, originating organization, and publication date. Additional optional properties are available for records.