Check-in and check-out function in document management, controls the editing of documents by multiple people. It ensures that only one person can edit a document at a time.

To edit a document, a user would first have to check-out a document. This prevents anyone else from editing the document until that user checks the document back in.

During the period that the document is checked out, other users can only view a read-only version of the document. This does not include the changes that the user who has the document checked-out has made to the document.Once the document is checked-in, the document becomes available again to be checked-out by someone else. In addition, all changes made by the person who checked-in the document are now visible to others.

To edit and update the content of the electronic document Native application is required.

Issue-Out: In an Enterprise Document Management Context, it is a Custom function step in a transactional process, rather than out of the box functionality. In maker/checker workflow process issue-out could be a custom function to verify / clarify particular work item by a single or a group of members provide in their inputs required.

Issue-Out. In an Records Management Context: It is Document & Records Maintenance functions, It is about Hard copy Document file locations / issuance.

First step Locating the hard copy file by the Record custodian for the requester, based on system defined eligibility criteria.
Search and retrieve the Hard copy document through the system data & link provided in the system …like vault location, Vault id, vault draw details and folder/ Hard copy file location.

After retrieving before issuance all the data required for record issuance detail are captured or entered in Record management system by the Record custodian. Refer this link below how Records maintained, just for reference purpose only.

http://www.bnl.gov/esh/shsd/sop/pdf/IH_SOPS/IH60200.pdf

Thanks Ravi for that clarification.
Our understanding of check-out is similar to the one you've given, but the issue-out (or issued to) is where we were having problems. When a document is "checked out", some prefer to use the term "issued to" to mean the same thing as the former. I don't think the assumption is right.

Hi I am new too.
I think keeping all records in a govt organisation is quite difficult. We have to dispose of records that are of temporary value. This is done with Recards Disposal Schedules (RDS) RDSs are developed with consultation with stakeholders and give specific life spane for records of each class.

I think Risk management approach to records is important once we comply with state requirments/legislation. This apply to records in any medium.

Hope this will help.

Cheers

Swinitha

My experience with issuances comes from the engineering world where "packages" of documents are "issued to" 3rd parties in the form of a transmission. It is accompanied by a transmittal record of some sort to document the action. This is distinctly different from the Check-out/in control process for editing documents.