These records in turn support ongoing business, internal and public accountability and contribute to our State's cultural heritage. Records are a category of information identified by the particular function they perform in the support of business, accountability and cultural heritage. They substantiate who did what, where, and when. For example electronic messages are records. When the message is transmitted it is taking place in a transaction and is therefore evidence of such activity.
Content is the substance of the message.
The context of the record gives us the necessary information regarding the business function and activity in the course of which the record is created. The third characteristic is structure, which includes format, relationships between data elements and the links documenting a chain of activity. These elements affect the capture, retention, management and use of records within an electronic recordkeeping system. They are crucial in preserving the value of records as evidence over time as required. They also enable the maintenance of records in the electronic form in which they have been created, thus promoting convenience of use of electronic records .