A system of record is the agreed authoritative place for a particular kind of information. The term identifies ownership of the value; it does not require one application to replace every system an agency uses.
Define authority at the useful level
An agency can choose one system for candidate identity and another for a different operational record. Where fields are shared, document which source controls each value, who can change it, and what happens when systems disagree. A newer timestamp alone may not identify the approved value.
For an illustrative integration, a candidate's contact detail might originate in one system while job-specific application progress is maintained elsewhere. The mapping and permitted direction of updates should preserve those responsibilities.
Use the decision during setup
Confirm ownership before importing or connecting records. Include duplicate handling, conflict review, and the person who will maintain the arrangement when the workflow changes. API access does not itself decide which system is authoritative. Use the connection-methods reference and data-mapping definition to prepare a scoped exchange with clear acceptance checks.