recordvorm

A recordvorm, in the context of records management and archival science, is the predefined template or structure used to capture and register information about a record within a information system. It specifies which fields must be completed, the data types and formats to use, and whether fields are required or optional. A recordvorm typically includes metadata about the record (administrative metadata such as creation date, creator, and access rights) as well as the substantive content fields (such as title, description, subject, dates, and relationships to other records).

The purpose of a recordvorm is to ensure consistent data capture across records, which in turn supports reliable indexing, retrieval, and long-term preservation. It also facilitates compliance with retention schedules, legal and regulatory requirements, and audit trails. By documenting relationships to related records, case files, or series, a recordvorm enables more complex queries and better provenance tracking.

Practically, a recordvorm can be implemented as a digital form within a records management system or as a physical form used to create records that are later digitized. Standards and best practices in the field, such as ISO 15489 on records management and related metadata frameworks, guide the design of recordvorms to promote interoperability and long-term accessibility. In many organizations, recordvorms are part of a broader records management policy and are tailored to specific domains, such as personnel files, project records, or incident reports.

See also: records management, archives, metadata, data governance.