Image: Meaning, definition, stages, Significance of Records Management. Records management is the process of creating, using and preservation of record to perform the business functions effectively. Records management is defined as the creation, distribution, maintains retention, preservation, retrieval and disposal of records for purpose of keeping the planners and decision-makers informatively in a business organization.
Human memory is limited and cannot recapitulate the numerous transactions taking place everyday in a business organization. Besides, bills, vouchers, letters, deeds and documents relating to the business must be kept for evidence to legal proceedings, negotiations, or business dealings.
Every business decision is based on the basis of available data and information. The various stages in records management are given below. Creation of Records : This involves writing data in suitable forms.
The data is prepared periodically at regular intervals for a specified period. Making records is an important function of records management. Utilization of Records : The created desired records may be retrieved and delivered to the specified person on request for efficient disposal of business functions.
It involves the development of specified procedures through which records move. Storage of Records : Records are properly classified and put into separate file covers or folders. Proper filing system should be followed for keeping documents. The recorders should be stored at an easily accessible place.
Proper care should be taken to protect every record. Maintenance of records is very much essential for effective management. Retrieval of Records : It involves readily locating the desired records. If any documents or records are drawn from the files or cabinet, there should be a visible signal available to every body. Besides, the used documents or records should be returned to the files within reasonable time.
Disposal of Records : The records and documents no longer required are destroyed after getting approval from top management. Obsolete and unnecessary records are destroyed to avoid needless storage costs and avoid storage space also. These are also informed to the top management. Valuable documents such as deeds, bonds, registration certificates, tax returns, property documents and the like are retained for future use. Efficient records management is necessary to every nature of business office.
The reason is that records management has the following significance. Barometer of Progress : Records reveal the progress of business organization in stage by stage.
The performance and achievements of business are disclosed during different periods which can be compared to know the trend of progress. The true position of a business can be identified by keeping the records up to date. This is the historical function of records.A records life cycle outlines each phase of a document, from creation to destruction. It helps businesses and agencies plan for storage, protection, retrieval, and destruction of information at different stages.
Records life cycle management systems typically control copious amounts of information in a convenient and safe manner. Planning commonly takes place before records life cycle management processes are implemented.
Incorporating procedures into daily routines keeps records under control and safe. This planning commonly includes techniques for collection, organization, maintenance, and disposal throughout the records life cycle. The definition of records includes photos, graphics, maps, film, and tapes, both audio and visual. A record equates to anything that can be reproduced, usually with the aid of other equipment. It defines data from inside an organization or from outside sources, and a record may be deemed official or unofficial.
Official records usually denote information with a designated lifespan. Official records include financial documents of a public agency, along with any other information defined by law as a public record. Legal information that could be used in court might also fall under the classification of an official record that should be maintained.
Laws in many jurisdictions mandate timelines for the preservation of official records, such as court records. Records are created from e-mails, recorded telephone calls, printed documents, and other data showing how decisions evolved.
Anything that might be useful to a business or organization in the future is usually retained according to its records life cycle. With advances in technology, entities commonly store records electronically to eliminate the need for paper storage areas.
Organizing information and determining its use factors into records life cycle management. A record should be cataloged or filed for easy retrieval when it is needed or requested. Forms, correspondence, and duplicate copies are typically stored using a filing system that is easy to understand and navigate. These records also require a maintenance and protection plan, especially for data that represents valuable information with a permanent records life cycle.
In many regions, records with historic value are archived in government repositories. Examples of these documents include birth and death records and presidential documents. When data reaches the end of its life cycle, destruction is permitted. Disposal might be appropriate for draft documents or materials used to prepare official records. Duplicates might also be destroyed after the original has been preserved in some form.
Please enter the following code:. Login: Forgot password?Disposition is an integral part of records management and is the third and final stage of the life cycle of records. According to the life cycle concept, records go through three basic stages:.
All three stages of the records life cycle are interrelated. Thus an agency must coordinate its programs to manage records creation, maintenance and use, and disposition so that each program supports the others. In Federal usage, records are referred to, depending on the stage they have reached in their life cycle, as "current," "semicurrent," or "noncurrent. Disposition means those actions taken regarding Federal records after they are no longer needed in office space to conduct current agency business.
These actions include:. Disposition is a comprehensive term that includes destruction as well as other actions, such as the transfer of permanent records to the National Archives. After appraising agency records, NARA authorizes either their disposal or their transfer to the National Archives for preservation and research.
Agencies must also receive NARA's approval before lending records outside the Federal Government, before retiring them to NARA-operated record centers, and before transferring them to other Federal agencies, unless exceptions have been granted. Finally, they must receive NARA's approval before establishing or relocating their records centers and before converting permanent or unscheduled originals to microfilm.
In contrast to disposition, "disposal" in Federal usage refers to only those final actions taken regarding temporary records after their retention periods expire. It normally means destruction of the record content, such as by recycling or burning the record medium.
The term is also used occasionally to mean the transfer of temporary records from Federal control by donating them to an eligible person or organization after receiving NARA's approval. Top Skip to main content. According to the life cycle concept, records go through three basic stages: creation or receiptmaintenance and use, and disposition.
Transfer of records from one Federal agency to another. Transfer of permanent records to the National Archives of the United States. Disposal of temporary records no longer needed to conduct agency business, usually by destruction or occasionally by donation.Included important information to conform to the new internal and management control standards under the following titles:.
This section explains and describes the various classifications or categories of record and non-record material, regardless of media or recordkeeping system. It also covers the life cycle of records, which begins when you create or receive records, and usually ends when you destroy or transfer records to the National Archives and Records Administration NARA.The 5 Stages of the ITIL Service Lifecycle
Code U. The program provides for the application, on a continuing basis, of sound management practices and techniques in the creation, maintenance, retrieval, preservation, and disposition of all records. All IRS records are required under statute to be efficiently managed until final disposition. Major goals of the program are to furnish accurate and complete information when required to manage and operate the organization, and to provide information and records storage at the lowest possible cost.
The mission of the RIM program is to provide guidance and oversee related functions and processes which ensure that IRS records are available where and when they are needed, to whom they are needed, for only as long as they are needed, in order to conduct business, adequately document IRS activities, and protect the interests of the federal government and American taxpayer.
According to 44 United States Code U.
Part 1. Organization, Finance, and Management
There are several classifications or types of records. These are considered a record's disposition. Temporary Records must be retained for a determinable period of time or until a specific act or event is completed. They should not be preserved indefinitely. NARA must approve temporary records dispositions prior to any records destruction. Individual tax returns the Form series are temporary records which are eligible to be destroyed six years after the end of the processing year.
Permanent Records are appraised by NARA as having significant historical or other value warranting their continued preservation by NARA beyond the time they are needed for administrative, legal, or fiscal purposes. Permanent records document the organization and functions of the IRS, contain fundamental information on programs or activities within the IRS, or are important in the long term to protect the rights and interests of the IRS, the federal government, or its citizens.
Organizational studies documenting changes in the way the IRS does business are permanent records and should be preserved for eventual transfer to NARA. Different record types, non-record information and material are described in the sub subsections IRM 1. Vital records are those records considered essential to the continued operation of the IRS before, during and after an emergency or disaster. They can also be records essential to protecting the legal and financial rights and interests of the IRS and the individuals directly affected by its activities.
This type of vital records planning is required. Vital records are divided into two categories:. Emergency Operating Records e. Rights and Interest Records e. The Servicewide Records and Information Management RIM staff deals with both types of vital records to ensure they are appropriately identified and scheduled, and will:.
Work with functional areas in IRS Headquarters to transfer applicable records to new storage locations as appropriate. When applicable, conduct an annual inspection of the emergency operating records at the storage locations to verify the inventory; and.
IRS employees understand their responsibilities in identifying and protecting those records that specify how the IRS will operate in case of an emergency or disaster. The designation or use of duplicate copies versus the original record where permitted allows for destruction or deletion of obsolete duplicates when replaced by updated copies, whereas the original records must be retained for the period specified in the IRS RCS.
Timely "cycling" or replacement of obsolete with current documents, is critical to the Vital Records program and the successful implementation of the Recovery Plan, successful mitigation of the event, and operations in the event of an emergency or disaster. Personal documents are documentary materials belonging to an employee that are not used to conduct IRS business. They are of a personal nature and relate solely to an individual's personal and private affairs or are used exclusively for their convenience.
They may refer to or comment on the subject matter of IRS business, provided they are not used to conduct that business. Personal documents should be marked as such and should be kept separate from IRS records.Records do not just appear from nowhere and put themselves on desks in file cabinets or in computer memories.
People create them and put them there. This is the point at which information is collected and captured. Various ways may be used to create a record e. Thus before a record is created some thought should be given to the necessity of its existence.
A records is said to be semi-current when its rate of reference dwindles. These transferred are referred to occasionally. These are the records that are too old for the registries to keep and yet too young for the archives to take in. Storing records in a well-run, low cost records center results in substantive monetary savings to an organisation through economical use of both equipment and space.
In addition transferring inactive records to a records centre frees up valuable office floor space, which can be used more effectively than storing outdated records. The final stage of a records life cycle concludes with either disposal or permanent storage. This is the stage when a record has become non current and no longer required for the conduct of current business.
The disposition made of an inactive record will depend on the value of the information that it contains. You must be logged in to post a comment. View All Events. Here are some of the courses that we have and their associated fees Dismiss. Before the mid 20 th Century this fact was not as obvious as it is today. The fact that records existed because someone had made a conscious effort to capture information in a reproducible form had never really been considered.
Inthe records life-cycle concept was developed in the USA. Once this concept was accepted, record managers realized that some form of control could be exercised over these created records. This then led to the concept of the life cycle of the record. It dawned on people that if the creation of records could be controlled it would make the use, maintenance and disposition of records much less of a problem.
Disposition phase includes elements such as scheduling, appraisal, inactive storage in record centers, archival disposition and disposal. In order to achieve the objectives of record management, the records manager must ensure the correct application of the concept of the life cycle to all records in the organisation. The management of records through their life cycle ensures that vast quantities of inactive records do not clog up expensive office space and also provide for fast and efficient retrieval of information.
The management of the life cycle of the record is the basic principle of records management. Reports are required even when the response is negative. NB A record can be disposed of at any point during its life cycle. Appraisal and disposition are records and archives management functions that must be carried out at all stages of a records life cycle.Whether your team has an in-house system or uses an outside records management serviceit is important to understand the records life cycle.
You want to position your organisation to best manage personnel documents, client agreements, and other records better and comply with statutory retention policies. Although there are variations on the records life cycle, at its core, it can be broken down into four stages. The information is received, preferably in both electronic and physical form.
Once the information is verified, it needs to be converted into a record in the correct format. Records are considered active at this stage. Once created, records are sorted and classified according to the parameters and schedule of your record management system.
Make sure the classification suits your companies needs so your records can be easily retrieved. You will likely want to give multiple searchable traits for your records. Take the time to customise these fields with your information management team. This process ensures that records which need more frequent or active use can be accessed quickly by your team. Because the record is active, ensuring that data integrity is well-maintained is essential.
One step is to verify that the document storage method for the physical or electronic copies is organised by the classification system in Stage 2 and that the storage method is well-protected. Maintenance should also include a log of use as well as the individuals who have access to the records so that there is no delay when the records are needed.
In addition to maintaining active records, semi-active and inactive records must be retained as well until they reach the following stage. These may be moved offsite to an archive storage facility. Keep data integrity and secure access in mind for these materials as well. The final stage of the records life cycle occurs when retention periods expire for inactive records.
Now that the information is no longer required, and you have complied with the statutory period for maintaining the data, the record is eligible for shredding or a transfer to archives. Destruction or archival should be completed as a normal part of business, but this process is often suspended during a litigation hold or audit hold.
Make sure that your legal team keeps the information management team aware of any developments, so they can handle disposition appropriately. This is the basic records life cycle, but your company may need modifications to suit your business needs. For example, some organisations may have an additional records management system to handle archiving for research purposes or policies in place to handle records that may move from active to inactive states frequently.
For more information about how to manage important business records, speak to one of our experts today. Skip to content. Freephone Services Document storage Small business package Medium business package Large business package Shredding services Document scanning Other services Sectors Public sector Document management for schools Commercial sector Legal sector Legal document shredding Legal document scanning Medical sector Medical records scanning Architectural sector Architecture document scanning Financial services sector Insurance records management Real estate sector Small business records management Charity sector Buy archive boxes About us Why use us?Records life-cycle in records management refers to the following stages of a records "life span": from its creation to its preservation in an archives or disposal.
While various models of the records life-cycle exist, they all feature creation or receipt, use, and disposition. The records management phase of the records life-cycle consists of creation, classification, maintenance and disposition. Creation occurs during the receipt of information in the form of records. Records or their information is classified in some logical system. As records are used they require maintenance. Disposition encompasses the destruction or transfer to an archive for future reference.
This is then followed by a second, archival phase consisting of the selection or acquisition of the records by an archives, a description of the records in inventories, finding aids, and the like and the preservation of the records or, perhaps, the information in the records. Researchers and scholars may continue to reference and use of the information contained within the records.
What Is Records Life Cycle?
Richard Berner of the University of Washington proposed  a single records management-archives goal: "responsible records use and administration leading to either authorized destruction or archival preservation and administration.
The professions of records management and archives, while distinct, surely are working towards the same objective: the effective management of recorded information through all stages of the continuum, from creation to disposal. Effective management of recorded information what Berner calls "responsible records use and administration" requires ongoing cooperative interaction between the records manager and the archivist in order to:.
Important later contributions were made by Frank Upward and his development of the Records Continuum Model. From Wikipedia, the free encyclopedia. December 15, A Glossary of Archival and Records Terminology. Seattle and London. Categories : Information technology management Records management. Namespaces Article Talk. Views Read Edit View history. Help Learn to edit Community portal Recent changes Upload file. Download as PDF Printable version.