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Lifecycle of a Record 

Records Management  

11.11.2008  

Mario Rieger  

 

LIFECYCLE OF A RECORD:

The company’s business critical records must be protected and properly managed through their entire lifecycle.

CREATION AND RECEIPT

Creation of records occurs when we put pen to paper, make an entry into a database or we start a new electronic document. Records are created to communicate, report, and to analyze information.

DISTRIBUTION

Distribution occurs when records are sent to the audience for which they were intended or when records are copied. Records are distributed/copied by photocopying, printing, attaching the record to e-mail, hand-delivery, inter-office mail, or regular mail. Distribution can also take place when records are centrally posted (for example, on the company Intranet) and users have the capability of printing them.

USE

Use of records occurs when we organize and use them to support Company operations. This phase generally includes all activity for managing the record through its active period, i.e. in day-to-day business activity.

MAINTENANCE

If records are required beyond their active life, they are transferred to inactive storage until they meet their full retention requirements. This applies to paper records that may be placed in a box and sent to the off-site warehouse as well as electronic files that may be archived to a CD, tape or juke box. Records may be converted to microform, or duplicated for vital records protection. During this phase, records may be retrieved to use as a resource for reference and to aid in business decisions.

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FINAL DISPOSITION

Final disposition is what happens to the record when it is no longer needed, has met its retention requirements and is not needed for litigation or audit. It is disposed of during an annual records cleanout event or destroyed by an approved vendor. When a vendor destroys company records, we require a Destruction Certificate to document the activity and validate the destruction.

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