Page 37 - E-Mag _ Catatan Mag v2
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lifecycle of records
There are four phases to the lifecycle of records: ‘ecords management is vital to an
organization and always offers other
1. Creation: ‘ecords begin the lifecycle when they significant advantages. ‘ecords management
are created or received. offers other significant advantages to the
organizations. These includes are:
2. Active ‘ecords: ‘ecords that are accessed
frequently are considered active records. They are 1. Increased administrative efficiency:
retrieved at least monthly, so they are stored in Employees are more efficient when records are
readily accessible files, in the office. organized and accessible.
2. Office space savings: ”aluable space is
3. Inactive ‘ecords: ‘ecords that are rarely freed up as inactive records are transferred to
accessed, or are no longer needed, yet are required archive.
to be retained for a period of time for legal, 3. ‘etained control of records: Transferred
administrative, or historical reasons are inactive records can be retrieved as needed by
considered inactive records. Inactive records an office until they are destroyed or retained in
should be moved to a more cost-effective, off-site the historical archives.
records storage and management facility.
These benefits are achieved by following
4. Final Disposition: The majority of business and records management best practices, including
administrative records are non-permanent and identifying organizations records, organizing
these records should be destroyed when they have records in departments and offices,
no more value to the organization. transferring inactive records to off-site
storage, and approving records destruction
The flow can be translated as below diagram: when appropriate.
Many organizations, however, lack effective
policies and procedures for systematic control
of their recorded information. As a result, they
keep some records too long, spend too much to
store them, waste time looking for misplaced
information, risk penalties for non-compliance
with recordkeeping regulations, risk a public-
relations nightmare, and fail to protect
mission-critical information from harm.
