18.The forms of records in relation to their functions

We can describe the internal structure of the individual record as the relationships between the elements of which it consists. This internal structure is also called form. The better the form of the record reflects its functions, the better it can serve as evidence of the actions documented by the record. We distinguish the physical form from the intellectual form or internal composition (the logical relations between the recorded data). The physical form of the record is the entirety of physical characteristics, such as the format, the number of pages, the quality of the information carrier, the writing and such like. Generally speaking, function and physical form are interrelated: events recorded on paper are of a different kind than events written on parchment and what has been written in pencil has a different status to what has been printed. The intellectual form of the record is the manner in which the information recorded has been structured. We distinguish between form of material and states of transmission. The form of material of the record is the manner in which it has been redacted and that once again depends on the function. Records with the same function are often given a similar form of material, they are in many cases even completed copies of the same form. Someone wanting to communicate an informal written message will write a letter or a memo, those wanting to give a written communication evidential force create a deed, those wishing to comment officially write reports, minutes or proceedings, and those wishing to become a member of an organization complete a registration form. The stages of transmission of a record are the phases of processing that it undergoes in its own development process, thus between the drafting and the transmission. We can distinguish rough, draft, minute, fair copy and transmission, which all have different functions in the same process. Of all these stages of processing only the transmissions are intended to be sent out. To prove their trust worthiness, they are often given authentication, by the use of seals or signatures. The logical relationships between the recorded data often determine their place on the information carrier: a letter consists of, in order, a letterhead, a date, one or more statements of content and a signature. This is the physical as well as the intellectual order. Physical and intellectual order can also be different. With digital documents this is always the case: the computer writes data to available sectors on a disk, without taking into consideration the functional relationships between the data. If the document involved is read then it is the computer program that ensures that the data appear on the screen in logical relationships.