A collaborative workspace is a computer environment where people can work together on a single document or project. Because it is online, teams working together do not have to be in the same physical location. Examples of collaborative workspaces include:

• extranets
• blogs
• internet noticeboards 
• chatrooms
• document management systems

Do they need to be captured?

The first decision you need to make is whether the record needs to be captured into a records management system or whether it is covered by your agency’s Normal Administrative Practice (NAP) policy or procedures. For example if it is a short-term, facilitative record you may be able to destroy it using NAP before it is captured into a records management system. If it is a more important record, then it will need to be captured.

When should they be captured and who should do it?

As a general rule, you should capture a record as soon as you can after you have created it. However, in the case of interactive areas it may be more practical to capture threads of conversation rather than each statement individually.

Where should the records go?

If you decide that a record needs to be captured, it needs to be put into an IT system with records management capability. Such a system will:

• ensure the record's authenticity, usability and accessibility
• keep it secure from unauthorised access, alteration and deletion
• link it to other records detailing the same business activity

Some collaborative workspaces may have records management capability. It may be a single system with both collaborative and records functionality, or this functionality can be the result of two or more computer programs working together. 

If a workspace has integrated records management, your agency may be able to automate the capture of records. To do this you will need to program into the software at what point in a work process a record should be captured. Establishing such a seamless interface will make records management easier for staff and ensure that the right evidence is available when needed for business and accountability purposes.

If your collaborative workspace does not have integrated records management, you will need detailed policies, procedures and guidelines to guide staff on where, when and how records should be captured as a record. You will also need to implement audit and compliance programs to make sure that records are being managed appropriately.