While various models of the records lifecycle exist, they all feature creation or receipt, use, and disposition. An approach to getting started opright 21 records management as a part of an enterprise content management ecm strategy aiim the association for information and image management is the leading nonprofit. Records management, also known as records and information management or rim, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. University archives collections university archives guidelines. Edrm for sharepoint, teams and office 365 by encodian. This leads us to a new view of the information life cycle in a long term digital preservation context as shown in figure 1. Mar 24, 2020 vital records and records disaster mitigation and recovery provides guidance on how to manage vital records throughout their life cycle, to protect them from loss in a disaster, and to assist in recovery should a disaster occur. This presentation is designed to help put all of the specialized records management topics that participants have heard about during the conference in the perspective of the records life cycle. It is an art of handling and maintaining office records from the time of creation to disposal. Va records structure define what is a record identify basic categories of records determine the significant differences among records, nonrecord material and personal papers record management areas of concern key position responsibilities define file plan records inventory.
Records lifecycle in records management refers to the following stages of a records life span. This manual provides guidelines and procedures for the proper administration of a records management program. The life cycle model for managing records, as articulated by. The last phase in the records management lifecycle is disposition, which occurs when the retention period has been met, and the administrative use has ended. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition. The management of the life cycle of the record is the basic principle of records management. If your business generates the proposal, the record cycle begins with the documents creation. Organizational benefits of information life cycle management. It explains what the continuum concept is all about and gives the benefits of the continuum concept in records management. According to littlefield, record retention is the activity designed to control the life cycle of the record from its creation. Ensuring that all electronic records are covered by records retention schedules. Guidelines for managing records of the local church. Records management is the discipline of defining and applying business rules related to the creation, protection, retrieval, and disposition of an organisations records over time.
The difference between document and records management. Ilm is about achieving business priorities while meeting information compliance needs and leveraging the business value of information. The prc is authorized to direct the state department to initiate, through the records management division, any action it may consider necessary to accomplish more efficient control and regulation of records holding and management in any agency. They live for as long as theyre useful, and then they face the death of deletion. Shortcomings in either practice can contribute to the downfall of the entire organization. The seven attributes of an effective records management program. It helps businesses and agencies plan for storage, protection, retrieval, and destruction of information at different stages. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. Secretary of state records management best practices and. Jul 14, 2011 this article defines the continuum and the life cycle concepts. Unlike peoples lives, the record cycle of life shouldnt be left to chance. Records life cycle in records management refers to the following stages of a records life span.
Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. A model for life cycle records management unt digital library. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. Records management is an ongoing process, not a project. Records are a basic tool of government administration. Record management refers to the activities designed to control the life cycle of a record. University employees routinely create, receive, use, and destroy records in the normal course of business, and records management provides rules and a structure for ensuring that all of these processes happen in a way that fits with our operational needs and our legal responsibilities. Document and record management concept that all records pass through three distinct stages of 1 creation, 2 use and maintenance, and 3 disposition or disposal. Jul 29, 20 records management addresses the life cycle of records, i. Section 7, and specifically managing email records, archival pdf images, web records, and the challenges to records management posed by web 2. Pdf exploring theoretical models of records and information management rim in the modern hybrid paper and electronic environment.
Records life cycle management systems typically control copious amounts of information. Effective electronic records management requires the collaboration and integration of business. Once you receive a proposal, it should be distributed to the managers who accept, reject or negotiate the offer. A records life cycle outlines each phase of a document, from creation to destruction.
This model portrays the life of a record as going through various stages or periods, much like a living organism. What is the records life cycle and why is it important that businesses understand it. Apr 18, 2020 a records life cycle outlines each phase of a document, from creation to destruction. Protecting records that are essential to missioncritical business operations. The basic unit used in all discussions of records management and all records retention and disposi tion schedules is the record series. The records are systematically maintained to preserve for future use. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. The perceived weaknesses of the records life cycle concept, particularly electronic records led to the. Ottawa have championed the lifecycle concept of the records managementarchives relationship. As an important concept the life cycle provides the. Ottawa have championed the lifecycle concept of the records management archives relationship. University archives collections university archives. The activities in this management include the systematic and efficient control of the creation, maintenance, and destruction of the records along.
Records and information management selfevaluation guide. Records management system rms is the management of records for an organization throughout the records life cycle. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Notes on record management grade 11 business studies. The university benefits when proper records management is practiced by the staff. However, when both document and records management work toward their goals efficiency and compliance, the longevity of the organization becomes more secure. Business leaders must take steps to properly handle the records management lifecycle, including the planning, collecting, integrating, analyzing, preserving and disposing of records. The authors believe that this new records life cycle model is an enhanced physical representation of the process. A record series is a group of records or documents. According to yusof and chell 2000, the life cycle of records is an important concept in records management. 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.
Handbook on records management practices and guidelines. Records management refers to the planning, budgeting, organizing, directing, training, and control involved in managing the life cycle of records in any medium. Records management and electronic records management. The records life cycle describes the different stages records follow during their. Breaking down the records life cycle access records. Document management and records management do share a common goal of business continuity. A competing approach called the records continuum model provides a different worldview of records management. Adrm assistant departmental records manager bd bureau and department ccgo central cyber government office cm content management drm departmental records manager edms electronic document management system eim electronic information management erks electronic recordkeeping system erm electronic records management fr of an erks functional requirements of an electronic. State of florida electronic records and records management practices administering an. Fig 1 illustrates the process that records go through in their life cycle. Scheduling the lifecycle of your records utah state archives.
Records life cycle management systems typically control. If it receives a contract proposal by email, the life cycle begins when the document arrives. As such, an effective records management program should have in place systemsmanual or automatedthat can locate and. An activity that has proved beneficial is the records management rm and the electronic records management erm. Disposition is an integral part of records management and is the third and final stage of the life cycle of records. This includes identifying, classifying, storing, securing, retrieving, tracking and. It may be used in combination with the first or on its own. A section addressing the challenges posed by electronic discovery, foia, and the records management related changes to the federal rules of civil procedure has been added see.
Chapter 9 records management revised april 18, 2006 what is the purpose of records management. Records management addresses the life cycle of records, i. Records can be kept on financial, medical and emails among hundreds of types of records. Identify the scope and responsibilities of records management recall the legal requirements for federal records management identify what comprises a record identify the records life cycle identify records management roles and responsibilities at va recall how to locate more information when needed. There are many benefits to be gained from implementing an effective information life cycle management program. Definitions, supporting technologies, and applications document life cycle stage definition supporting technologies and applications create the making of an analog or digital document capture converting or digitizing physical or analog documents into digital format index cataloging process or creating metadata via manual. While various models of the records life cycle exist, they all feature creation or receipt, use, and disposition. University employees routinely create, receive, use, and destroy records in the normal course of business, and records management provides rules and a structure for ensuring that all of these processes happen in a way. A model for life cycle records management unt digital. Choose from 500 different sets of records management chapter 11 flashcards on quizlet. Records management rm, also known as records and information management rim, is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a companys lifecycle. A record series is a group of records or documents which may be filed and maintained together as a unit throughout the life cycle. Records maybe created within an organization in many different ways including but not limited to.
Guidelines for managing records of the local church 2017 edition records management guidelines. An integrated records management therefore follows a life cycle and acknowledges the continuum concept. Electronic records and records management practices. Pdf records life cyclecontinuum models researchgate. It also contains all don records disposition schedules approved by the national archives and records administration nara.
State agencies may contact the records management analysts by calling the state records center at 8316770. Sue mckemmish argued that the concept of life cycle derives from the natural sciences. Basics of records management florida state capitol. Steps in the records management lifecycle iron mountain. Records are written documents in the form of letters, bills, vouchers, books of accounts, minutes etc. Take charge of your organisations documents and records by automating document filing, adding rich document metadata through nocode integration, implementing complex retention schedules and providing users with a simple to use interface to explore documents in context patient records, legal matters, account management, etc. The benefits includes a partnership between two groups of records professional,the records manager and the archivist,administration efficiency etc. A systematic records management program adds value to the daily functions of the staff. The life cycle model for managing records, as articulated by theodore schellenberg and others, has been the prominent model for north american archivists and records managers since at least the 1960s. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. The primary objectives of records management within doe are to ensure the capture, storage. This theory is based on the premise that it is possible to. Rm includes everything from the creation of a record to its disposal. Digital records management hierarchical storage technologies data warehousing media management media migration data migration schedules automated format transformation tools system utilities secure dodlevel data destruction pdf portable document format standardization.
It is very important for management for control of records. Records and information management powerpoint presentation. A record can be a tangible paper object or it can be in electronic form. Vital records and records disaster mitigation and recovery provides guidance on how to manage vital records throughout their life cycle, to protect them from loss in a disaster, and to assist in recovery should a disaster occur. Archival records are identified early in their life cycle. Find out more or speak to access records management for advice.
This article defines the continuum and the life cycle concepts. Electronic document and records management for sharepoint. The second route map, integrating records management in the systems development life cycle, focuses on the second category of good practice statements in this tool. The seven attributes of an effective records management.
Life cycles including life cycle costs ucl discovery. In addition, it is necessary to use another approach for managing electronic records. By metaphorically describing the documentation process as a series of life stages, the. Records management division is implemented in order to. It is invariably used in records management textbooks and widely accepted by professionals in the field. Breaking down the records life cycle access records management. It is a way of looking at how records are created and used. It is very important to understand the records management life cycle, and the questions you will find on this quizworksheet will test your understanding of its. Records management is the systematic control of records throughout their life cycle. Retention schedules are adopted and used in the normal course. Birth is the moment theyre created and saved in the system.
916 138 354 450 1320 872 259 984 480 578 849 811 368 1242 864 800 830 807 1653 1334 1627 1505 900 1113 1035 1594 1193 960 86 412 714 638 1310 644 328 772 174