Record lifecycle management outlines the stages of a document from creation to destruction, including planning, collection, organization, maintenance, and disposal. Official records include financial and legal information, while anything useful for future reference is retained and stored electronically. Maintenance and protection plans are necessary, and destruction is permitted when data reaches its end of life.
A records life cycle outlines each stage of a document, from creation to destruction. It helps businesses and agencies plan for storing, protecting, recovering, and destroying information in stages. Record lifecycle management systems typically control a large amount of information in a cost-effective and secure manner.
Planning usually occurs before the implementation of registration lifecycle management processes. Integrating procedures into daily routines keeps records under control and secure. This planning commonly includes collection, organization, maintenance, and disposal techniques throughout the lifecycle of the records.
Defining records include photos, graphics, maps, movies, and tapes, both audio and visual. A record equals anything that can be played back, usually with the help of other equipment. It defines data from within an organization or from external sources and a record can be considered official or unofficial. Official records usually indicate information with a designated duration.
Official records include financial records from a public entity, along with any other information defined by law as a public record. Legal information that could be used in court could also fall under the classification of an official record that should be maintained. Laws in many jurisdictions impose deadlines for keeping official records, such as the courts.
Records are created from emails, recorded phone calls, printed documents and other data showing how decisions have evolved. Anything that might be useful for a business or organization in the future is usually retained according to its life cycle. With advances in technology, entities generally store records electronically to eliminate the need for paper storage areas.
Organizing information and determining its usage factors in records lifecycle management. A record should be cataloged or archived for easy retrieval when needed or required. Forms, correspondence and duplicate copies are typically archived using an easy to understand and navigate filing system.
These logs also require a maintenance and protection plan, especially for data that is valuable information with a lifecycle of persistent logs. In many regions, historical records are stored in government repositories. Examples of these records include birth and death records and presidential records.
When data reaches its end of life, destruction is permitted. Disposal may be appropriate for draft documents or materials used to prepare official records. Duplicates could also be destroyed after the original has been preserved in some form. Some companies use independent service providers to track the lifespan of a record.
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