Forms and Records - What is the difference?

In the real world there doesn't have to be a difference, so long as both people discussing them have the same intent. In fact, the standard doesn't talk about forms, it talks about documents in general. Well, that is whole blog on its own. But in the quality world, both forms and records are very different and need to be managed very differently.
So here are some simple definitions.

A 'form' is a structured document, either online or offline, specifically designed to collect data in a prescribed format. Did I say simple definition? Normally, a form is used to collect data for a database so that further products or services can be processed. The form itself is known by its own identifier, it's name, it's number, it's intent. My favourite example of a form is the annual leave form for my company. Without it, no annual leave. As we don't use form numbers, it is simply called the 'leave form' because it is also used for sick leave, special leave, etc.

Now a record, by my definition, is a collection of data. Sometimes such data is online, sometimes it is collected on a form, sometimes it is just a discreet unit of measurement. It is simply a piece of information representing a whole or a part of the required data. The record itself is known for its content and not what is was recorded on or in. Therefore my favourite form, the leave form, once I fill it in, is no longer know as a leave form, but John's annual leave record for July 2012.

The most important part of this whole definition, transition story is that you need controls for each. Such controls are varied and very different in design and implementation. So before you race off and put policy and procedure behind each, get your definitions clear and your journey will be far simpler.