The purpose of records management in an organization, the records life cycle in an organization and electronic records management were thoroughly explored. Once a record has been created or received it goes through a phase of. Apr 17, 2019 after that, you can refer to the current article for the benefits and limitations of product life cycle. Youll also explore examples of different life cycles. Many years ago, shakespeare, in his perceptive and brilliant manner, divided the individual into seven ages of man. The lifecycle had been explained as concept which give a sense of order among a host of its advantages in records. Records management refers to the planning, budgeting, organizing, directing, training, and control involved in managing the life cycle of records in any medium. Mar 24, 2020 in compliance with the agencys publication distribution policies, nara is moving toward disseminating all records management publications and posters primarily via the internet. Ottawa have championed the lifecycle concept of the records managementarchives relationship. Refer to module arm1503 for information on managing archives. The primary objective of this paper is to update an old records management concept. 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.
Its easy to see that of foremost concern is a companys ability to quickly access a record when the need arises, always feeling in control of all of the businesss valuable information. The life cycle had been explained as concept which give a sense. Importance of record management management notes tyrocity. A newer australian approach, called the records continuum figure 2. History the records life cycle model was conceived by phillip coolidge brooks and emmett j. Record management is the area of office management which deals with the maintenance of records of organization. Therefore, the ubcs assessment of the life cycle concept, as. In 1950 kenneth boulding first suggested the concept of organizational life cycles.
Leahy of us national archives in the late 1930s and further developed by ira penn. So known the most general model of the organizational life cycle has three stages. Different policies and procedures exist at each phase. The life cycle model for managing records, as articulated by. The lifecycle model of records management offers two choices of death for the active record destruction or removal to an archives. In short, the days of keeping critical records filed in boxes strewn about the office are a thing of the pastits time to organize your files librarystyle. Article information, pdf download for the records life cycle. Record management refers to the activities designed to control the life cycle of a record. Records can be kept on financial, medical and emails among hundreds of types of records. According to the life cycle concept, records go through three basic stages. University archives collections university archives.
The document life cycle road to digital preservation and. 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. Product life cycle product life cycle is a normative and descriptive model for the life of products in general the plcs importance to marketing decision makers is to help identify appropriate strategies. What is the records life cycle and why is it important that businesses understand it. The basic concept is that every record progresses through three phases. Systems development life cycle volume 2 sdlc phases page 6 of 61 system concept development phase 1. This model portrays the life of a record as going through various stages or periods, much like a living organism. The general concept of life cycle costing lcc is explored as a cost management tool. Records records and archives are the two concepts which make archival science thomassen, 2001. This is misleading as records are not disposed ofin an archives. This essay defines the continuum and the life cycle concepts. They live for as long as theyre useful, and then they face the death of deletion. In this section the theoretical background of records, the record life cycle model, the record continuum model, and is relation to recordkeeping is presented. In this lesson, youll learn the definition of life cycle and find out about the three basic stages of a life cycle.
While various models of the records lifecycle exist, they all feature creation or receipt, use, and disposition. This master thesis focuses on the concept of records management rm and electronic records management erm and how the adoption of an electronic document records management system edrms affects a business setting. In addition, the contribution of records management to. Starting with creation and leading up through retrieval and distribution, the life cycle phases between documents and records are tightly aligned. Storage of records as per the life cycle concept irmt 1999. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. 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. Currently available posters brochures and pamphlets publications records management posters size 8.
Marketing strategy articles the product life cycle is an excellent tool which can be used by business managers, strategists and marketing managers to. 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. Records management is the systematic control of records throughout their life cycle. As ive noted already, the relationship of what we have traditionally seen as records management processes and archival processes is an important part of the continuum concept. Mar 09, 2020 records are created from emails, recorded telephone calls, printed documents, and other data showing how decisions evolved.
A record can be a tangible paper object or it can be in electronic form. Unlike peoples lives, the record cycle of life shouldnt be left to chance. Life cycles including life cycle costs ucl discovery. This lifecycle covers everything from the creation of a record to its disposal. It explains what the continuum concept is all about. Breaking down the records life cycle access records management. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. Records are a basic tool of government administration. It is very important for management for control of records. Simple random sampling was used to select a sample size of 30 respondents.
In 1934, the records lifecycle concept was developed in the usa. Digital preservation and archiving is a key differentiator between document and record life cycles today. The publications and posters may be downloaded and reproduced as needed. However, while certain concepts are shared across disciplines. It is invariably used in records management textbooks and widely accepted by professionals in the field. The life cycle had been explained as concept which gives a sense of order among a host of its advantages in records management. 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. Benefits and limitations of product life cycle april 17, 2019 by hitesh bhasin tagged with.
It also unfortunate that the records management community has simultaneously been overtaken by a relatively new risk management approach to corporate governance. Records management is also discussed, insofar as records management. Based on the concept that a record has a life similar to that of a biological organism. According to yusof and chell 2000, the life cycle of records is an important concept in records management. A record series is a group of records or documents. Classification ensures systematic organization of documents and facilitates information retrieval. This life cycle encompasses the interrelated and interdependent phases of records creation or collection, records maintenance and use, and records disposition.
The records life cycle concept ensures that agencies consider records management requirements throughout the life of a record, and not just at the point of disposition when the record is no longer needed by the agency. Benefits and limitations of product life cycle plc benefits. It is an art of handling and maintaining office records from the time of creation to disposal. A record series is a group of records or documents which may be filed and maintained together as a unit throughout the life cycle. It should be noted that the traditional concepts evaluated by duranti and macneil are largely those expounded by sir hilary jenkinson. Mar 07, 2018 the records management phase of the records life cycle consists of creation, classification, maintenance and disposition. The creation or receipt of a record is the first phase of a records life. Thus an agency must coordinate its programs to manage records. All three stages of the records life cycle are interrelated. While various models of the records life cycle exist, they all feature creation or receipt, use, and disposition. Ottawa have championed the lifecycle concept of the records management archives relationship.
Disposition is an integral part of records management and is the third and final stage of the life cycle of records. Records management and electronic records management. The research focuses on the factors of perceived efficiency and on the costs that exist in a company. Records life cycle in records management refers to the following stages of a records life span. The concept of a life cycle is at the core of most records management. Indexing and classification schemes are also concerns of librarianship, museology, database management, and other areas buckland, 1994, p. It dawned on people that if the creation of records could be controlled it would make the use, maintenance and disposition of records. Models for managing electronic records life cycle model 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. It dawned on people that if the creation of records could be controlled it would make. This then led to the concept of the life cycle of the record. This article defines the continuum and the lifecycle concepts. Well also go into detail about the three stages of the records life cycle. This article defines the continuum and the life cycle concepts. It is born creation phase it lives maintenance and use.
This leads us to a new view of the information life cycle in a long term digital preservation context as shown in figure 1. A model for life cycle records management unt digital. The product life cycle is the concept that a product goes through several stages in the course of its life. This theory is based on the premise that it is possible to.
The starting point of this thesis is to question why records management is not considered high priority in many. The life cycle model argues that there are clearly definable stages in recordkeeping and creates a sharp distinction between current and historical recordkeeping. The perceived weaknesses of the records life cycle concept, particularly electronic records led to the development of the continuum concept it was developed in the 1980s and 1990s to complement the life cycle concept in the continuum concept, there are no phases. The family life cycle and its implications for family practice.
The life cycle concept is common to both archives and records management. Certain records maintained pursuant to the technology transfer clause of this contract. Breaking down the records life cycle access records. The records management community claims that records have to be preserved for accountability, but they rarely explore what accountability is and what role records play in the accountability processes. Accordingly, the authors are presenting a new version of the records management life cycle model and its associated elements. Information, systems, context introduces classification, an early part of the research lifecycle. The record continuum, on the other hand, has provided australian records managers and archivists. Think of the records lifecycle as a life span that begins with creation and ends with disposal or preservation. Basics of records management florida state capitol. The final stage is where records are destroyed, preferably shredded. The life cycle concept makes a sharp distinction between current and archival record keeping. Since that time, discussion of the organizational life cycle have taken place within many disciplines, including management, public administration, education, sociology, psychology and marketing. The activities of records management programmes are developed upon this concept, which has several phases that explain the stages or status of records from creation through use and maintenance to ultimate disposal. An inadequate concept for technologygenerated records the concept of a life cycle is at the core of most records.
Life cycle costing lcc, by definition, refers to an analysis technique which encom passes all costs associated with a product from its inception to its disposal. An inadequate concept for technology generated records the concept of a life cycle is at the core of most records. The seven attributes of an effective records management program. In the traditional setting, records are seen as outputs rather. Find out more or speak to access records management for advice. Comparing the records life cycle and the continuum models. Strategies the number 1 benefit of product life cycle is that it can help you to define the strategies which can be used based on the life cycle stage. Jul 14, 2011 this article defines the continuum and the life cycle concepts. University archives collections university archives guidelines. Records documenting the vha routine housekeeping support activities. Creation occurs during the receipt of information in the form of records. Records lifecycle in records management refers to the following stages of a records life span.
The benefits includes a partnership between two groups of records professional,the records manager and the archivist,administration efficiency etc. Records are created from emails, recorded telephone calls, printed documents, and other data showing how decisions evolved. 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 activities of records management programmes are developed upon this concept, which has several phases that. The concept of a life cycle is at the core of most records management programmes. Records should not be mixed with the concept of records. Conceptually, federal records span the period of time that they are in agency custody. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. She draws particularly on jay athertons combined records archives management life cycle model published in archivaria in the mid1980s. Pdf on jan 1, 2000, zawiyah yusof and others published the records life cycle. Oshea and roberts, both australian archivists, argue that there is a contrast between the concept of a wholelifecycle or records continuum and the traditional lifecycle concept. A records continuum perspective can be contrasted with the life cycle model. Through lcc one seeks to minimize the cost of obtaining a cer tain level of output. A model for life cycle records management unt digital library.
Products require different marketing, financial, manufacturing, purchasing, and human resources strategies in each life cycle stages. A short product life cycle is one of the hallmarks of a fad. In 1934, the records life cycle concept was developed in the usa. Unit 8 will cover a little about the management of archives. Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. Figure 2 storage of records as per the life cycle concept. It explains what the continuum concept is all about and gives the benefits of the continuum concept in records management.
The records management phase of the records life cycle consists of creation, classification, maintenance and disposition. Birth is the moment theyre created and saved in the system. Once this concept was accepted, record managers realized that some form of control could be exercised over these created records. The seven attributes of an effective records management. Defining key concepts show you can correctly define records life cycle information recall utilize the information youve been given about the stages of the records life cycle additional learning. This stage of the records life cycle consists of updating, modifying, and if necessary, moving records. Benefits and limitations of product life cycle plc. The records are systematically maintained to preserve for future use. Product life cycle and marketing management strategies. Anything that might be useful to a business or organization in the future is usually retained according to its records life cycle.
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