What is the life cycle of a document?
The life cycle begins once a document is created or received in an organization to its use or distribution and then to its final stage, storage or destruction. The life cycle of documents applies to both hard copy and electronic records. The term document is replaced with the term record in this article.
"A record is recorded information, regardless of medium or characteristics, made or received by an organization in pursuance of legal obligation or in the transaction of business."
We can arrange records in three categories: active, semi-active and inactive.
The reference activity scale will help you position the record in its right place throughout the cycle. Records are assets and have value to the business. Some records may have a short lived shelf life while other records may be retained for certain period of time or permanently. Ask yourself these questions. How often do you refer to it? What is the value of the record to your organization?
The value of the record will have an impact on what you will do with the record, keep or toss, and is determined by the administrative, operational, legal, fiscal, reference, scholarly, or historic/archival purpose. Once the value of the record is zero, it is of no further use to the company.
The active phase relates to the record being consulted frequently and supports the business activities on a regular basis.
The semi-active record, which is referred to on occasion, is removed from the active phase/ files and is considered to be part of the inactive phase. It still may be kept to fulfill regulatory obligations.
The inactive record is rarely referred to. Some records will be kept for a determined period of time while others will be kept permanently. The permanent record is kept for future reference, either for legal, historical or scholarly purposes, for the entire life of the company and sometimes beyond ownership.
The selection of a classification system will ensure ease of access and retrieval of your business records for the right purpose and at the right time.
Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988 Toll Free: 1-888-763-3988
