In order to understand what a record is, we must begin with the definition of a record. Simply put, a record is a document, and can be used as an input from one process to another, but in contrast to documents that are purely informative, instructive and prescriptive, a record is generated to state results were achieved or to provide evidence of activities performed.
It is because of this difference that different rules apply to the control of records than for the control of documents (clause 4.2.3). Records are not issued, revised or tracked by revision. While a record could be amended to reflect new or updated information, the original record would not be affected. The records control module in QISS is therefore designed for the user to use a vault for storing, indexing and retrieving records generated in the conduct of business.
"Records shall be established and maintained to provide evidence of conformity to requirements and the effective operation of the quality management system. Records shall remain legible, readily identifiable and retrievable. A documented procedure shall be established to define the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records".
* ISO 9001:2008 / ISO 9001:2015 Quality management systems – Requirements, Clause 4.2.4