When it comes to speaking to media, attention to detail is everything—especially when managing the record. Misunderstandings over basic terms like “off the record” or “on background” aren’t just awkward—they’re potential landmines for individuals and organizations alike, ranging from reputational damage to legal risk. An understanding of the common pitfalls is crucial. Not all newsrooms play by the same rules First, it’s important to recognize that not all publications follow the same editorial standards. Each newsroom may have its own policies regarding source material, anonymity, and attribution. That means you can’t rely on assumptions—what one reporter considers “on background” might mean something entirely different to another.  Failing to clarify terms in advance of an interview can lead to confusion, mishandling of sensitive information, inaccuracies, or even a breach of trust. Key terms to know When journalists and sources explicitly agree on the terms and conditions of an interview, trust is built. Sources feel more comfortable offering insightful information, while journalists can infuse their reporting with greater legitimacy and confidence. That trust, however, depends on sharing the same understanding of the terminology—and sticking to it. Here’s a breakdown of the most commonly used terms: On the record: This is the default for most interviews. Anything a source says can be quoted and attributed to them by name. A source should always assume they’re on the record unless explicitly stated otherwise before the interview. (Salesforce CEO Marc Benioff recently learned this lesson at the end of an interview with the New York Times.) Off the record: This means the information cannot be published or attributed in any way. It's often used to provide background context for the journalist’s understanding, but nothing said should end up in print. A key caveat: when sending an off-the-record email, be sure to obtain agreement with the reporter first. Otherwise, a journalist may treat it as fair game. On background: The journalist can use the information but cannot name a source directly. If anything, attribution will be vague and it’s important to agree upon the characterization of the attribution prior to the interview (e.g., “a company insider,” “a senior official”). On deep background: Typically reserved for highly sensitive material. Information may be used, but the source cannot be described or referenced at all, not even vaguely. Embargo: An agreement to hold certain information until a specified date and time, often to allow for thorough reporting of complex or sensitive information, or coordination before official releases. How to manage the record responsibly Understanding the key terms—and knowing when and how to apply them—are the foundation of managing the record effectively. To protect yourself, build trust with reporters, and ensure a smooth process. It’s also good to keep these best practices in mind:

• Confirm in writing: If possible, summarize the terms of the conversation via email before the interview begins. It provides a clear record and minimizes the chance for confusion.
• Stick to standard definitions: Avoid inventing hybrid or informal variations of terms like “off the record-ish” or “semi-background.” Use industry-standard language and confirm the meaning.
• Don’t switch it up: Changing terms mid-conversation can blur boundaries. If needed, pause and agree on new terms before continuing.
• Take notes or record (when allowed): If permitted, have a PR representative record the interview or take detailed notes to ensure accuracy of statements.
• Use off-the-record sparingly: Using OTR for routine and easily accessible information frustrates reporters. Plus, vague sourcing can hurt a story’s credibility.
• Understand the newsroom’s policy: As noted, each media outlet has its own editorial policies and standards (i.e., some publications do not allow sources to approve quotes after the fact, while others may be more flexible). Know what to expect.