Electronic records management is the effective management of data kept on digital platforms. Therefore, supporting such papers throughout their life cycle is essential for effective electronic records management.
Records Lifecycle Concept
All records and information go through three stages in the life cycle of records, which includes creation, maintenance and use, and disposition. These phases don’t necessarily exist separately within an information system’s framework. Agencies should keep as much of a record of all user information required and decide how long forms need to be observed when they are no longer needed.
The retention and disposition policy for the record, or portions of it, is set whenever agency staff constructs purge criteria for data in information systems. You must know that any purge criteria they select must consider the retention and disposition schedules that ITD Records Management and the Records Management Task Force have authorized.
The following stages may be used to apply the life cycle idea to an information system:
- Determine the policies or programs that are required for the creation of a new system or the change of an existing design.
- Keep active records in primary storage, online, or readily accessible.
- Move dormant or semi-active records to slower, less expensive storage media.
- Determine which documents or data are suitable for destruction, erasure, or transfer to the State Archives.
Going paperless is now considered excellent practice rather than innovative. For a variety of reasons, more and more businesses are turning paperless. But efficient records lifecycle management system involves much more than financial savings and diminished environmental impact.
A lifecycle is used in records management to describe the various stages that each record goes through. For example, the generation of a narrative through disposal is all included in this lifetime. Each phase has its policies and processes. It starts with the document’s creation and ends with its removal or preservation. The stages may have different names in various systems, pieces of software, and educational materials, but they are fundamentally fixed and run simultaneously and continually.
Records lifecycle management is a system used to manage the business records of an organization from their creation or capture until they are destroyed. Organizations must have a records and information governance program to contain their corporate memory. Records lifecycle management provides tools, protocols, and processes that can be used to track and control the life of a record.
The records lifecycle management system is integral to any overall records and information governance program, designed to ensure that all organizational information assets are managed effectively and consistently. It helps organizations manage their vital corporate memory efficiently, comply with legal and regulatory requirements, maximize business efficiency, reduce costs associated with storing and driving records, and protect against potential liabilities.
The goal of a records lifecycle management system is to provide a comprehensive view of an organization’s business operations by tracking the entire life cycle of each record. This includes creating or capturing a record, how and where it is stored, when it is retired or disposed of, and the access and usage of records for business needs. The lifecycle management process helps organizations develop a comprehensive view of their information assets and understand their current state, future needs, and potential associated risks.
Organizations must have a clearly defined set of policies and procedures to ensure the lifecycle management system is used effectively. This includes the development of a clear understanding of how records are created, stored, and managed, as well as who has access to them. It should also include the definition of appropriate retention time for different types of records and ensure that information is secure from unauthorized access or usage.
The record lifecycle management system process begins with creating or capturing a record. This includes capturing and recording information in an appropriate storage format and assigning a unique identifier (such as a retention category or record series) to the record. Once created or captured, records must be stored per the organization’s approved records management system. This could mean holding the record either digitally or physically depending on the type of record, where it is stored, and who can access it.
The next step in the records lifecycle management system is to ensure that the retention period for each record is managed correctly. This means determining the appropriate length of time a record should be retained before being destroyed or disposed of. It also involves tracking any changes made to the record, if applicable, and any employee access or usage of the record.
Once a record has reached its retention period, it should be disposed of appropriately and securely. This could involve either destroying the physical documents or deleting digital records. Records should also be reviewed regularly to ensure that their information is still up-to-date and relevant.
A records lifecycle management system is critical to any organization’s comprehensive records and information governance program. It helps organizations maintain an accurate view of their corporate memory, ensure compliance with legal and regulatory requirements, business efficiency, reduce costs associated with storing and managing records, and protect against potential liabilities.