So now let us begin with documentation, specification and record, what is the difference between all
this?
Now you can see a big image on the screen, but for the moment, just listen to me now.
What is a document?
A document is an information and the medium on which it is contained.
So basically, a document can be a document, a physical document or an electronic document.
Anything that has information on it is a document.
Well, what is a specification?
A specification is a document stating requirements.
You should have this word fixed in your mind.
Specify this.
A customer submits a specification, which means a customer is submitting a document that has the requirements
that are needed to be fulfilled for the customer.
So specification is a document stating the requirements and a record is a document stating the results
achieved or providing the evidence.
This is very important.
Now we will always see, for the record on the record, different types of records.
So a document stating the results achieved or providing any evidence is a record.
The meeting was scheduled on, let's see, 12th of February at one thirty pm.
So the meeting calendar is the record is a type of a document.
So specification and records are types of documents, but a specification is a document stating the
requirements I record is a document stating the results or the evidence.
So the calendar on your desktop can be the record for the meetings or can meet the evidence stating
that the meetings were taken place or took place.
So that is a difference between a record and a specification.
Now, example of the medium can be the people.
It can be magnetic, electronic or optical computing disk photograph or a master sample or a combination
of different such medium.
But documentation cannot be an audio or video.
Just make just keep sure that just keep in that mind, because most of the time is when you will have
to face this question.
People will ask you whether the video or the audio is a kind of document and the answer is no.
The audio and video do not come on the document.
A set of documents, for example, specification and records together is often known as documentation.
It is important to make the differentiation between documents and records in dictionaries.
A record is a type of a document, but when it comes to information security wall, these are two distinct
concepts.
A record is the output of a process or a control.
For example, let's say an audit procedure is a document, right?
How to carry out the audit procedure is a document, not implementation of this procedure.
That is, the performance of the audit generates an audit report.
Right.
What whatever has been collected or checked throughout the audit it has, that has to be an audit report.
And now that audit report is a kind of document is a record that is a document.
But that document is a record, which means the audit report is a document stating the results of actions.
A document process for management reviews is a document, and this process generates the records such
as management review minutes.
A documentary procedure for continual improvement is a document and a full corrective action form is
a record.
Now, if you are quite confused with these terms, don't worry, because these are the terms when it
comes to ISO auditing, but for the time being, let's remember that document is information and the
medium on which which it is contained and specification is the document that has the requirements and
records.
Is the document that has reserves or the evidence that is it for this lecture.
These are very simple terms.
We are just going through the basic terms of information security and I hope you are on board with me.
I will see you in the next lecture.