Determining which documents should be captured in a records system is based on an analysis of the regulatory requirement, business and accountability requirements and the risk of not capturing the records.  The requirement is likely to be differ according to the type of organisation and the legal and social context in which it operates.  Documents are created and received in a variety of media using technology that is constantly changing.  The primary characteristic of documents is their dynamic nature.

They may be created by multiple creators, exist in multiple versions and exit in formative stages for varying periods of time.  Business or personal actions should be captured as records and linked with metadata which characterise their specific business context when they commit an organisation or individual to action, render an organisation or individual accountable, or document an action, a decision or decision making process.