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3 Records Life Cycle

The document discusses the life cycle and continuum concepts of records management. It explains that under the life cycle concept, records move through phases of creation, maintenance, and disposition, either being destroyed or transferred to archives. The continuum concept views records management as a continuous process with no rigid phases, and that records serve organizational and archival purposes simultaneously throughout their lifespan. Key actions like identification, arrangement, access, and control are applied at all stages. An integrated records management system allows records managers and archivists to collaborate across the life of records.

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Celester Liong Saycon
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341 views18 pages

3 Records Life Cycle

The document discusses the life cycle and continuum concepts of records management. It explains that under the life cycle concept, records move through phases of creation, maintenance, and disposition, either being destroyed or transferred to archives. The continuum concept views records management as a continuous process with no rigid phases, and that records serve organizational and archival purposes simultaneously throughout their lifespan. Key actions like identification, arrangement, access, and control are applied at all stages. An integrated records management system allows records managers and archivists to collaborate across the life of records.

Uploaded by

Celester Liong Saycon
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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TOPIC 3

THE LIFE CYCLE &


CONTINUUM CONCEPT OF
RECORDS MANAGEMENT
Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
RECORDS LIFE CYCLE

The theory of this concept is that records are


born (creation), it lives (maintenance &
use) and it dies (disposition).

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
PHASES OF THE RECORDS LIFE CYCLE

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
ACTIVITIES AT THE CURRENT PHASE
 Records are regularly used in the conduct of
business
 Records are stored in the record office or registry
 Records may be created internally or externally
Forms of record creation:
 Reports
 Letters
 Forms
 Email messages
 correspondence etc.

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
IMPORTANCE OF RECORDS CREATION MANAGEMENT
 Prevent the creation of non essential records

 Enhances the utility and value of records. Only


valuable records are created and stored

 Enhances the quality of record media used in an


institution
For instance, UG ensures that because of the value
placed on its certificates, quality paper is used in
producing the certificates

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
ACTIVITIES IN SEMI-CURRENT PHASE
 Records are not frequently used and are
maintained in the record centre

 Maintenance and use of records

 Retrieval tools are prepared at this phase

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
IMPORTANCE OF RECORDS MAINTENANCE AND USE
 Ensures that records are readily available to users

 Ensures that measures are taken to reduce the


cost incurred in managing these records

 Ensures that appropriate storage equipment are


provided to aid the long life span of records

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
ACTIVITIES AT THE INACTIVE PHASE
 Records are no longer used for conducting
business

 Disposition of records

 Records with no value are destroyed and those with


continuing value are sent to the archival repository
for permanent preservation

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
APPRAISAL AND RETENTION
 When records are appraised depending on the value
of the records, periods for their retention are
determined known as RETENTION PERIODS

 A list of these periods containing a series of records


and their retention periods either in months or years
is known as RETENTION SCHEDULE

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
DISPOSITION OF RECORDS
 Transfer to a record centre, an archive or to a
private party
o In the case of transfer to a record centre, the value
of records is for future administrative, legal or
financial use
o In case of transfer to an archival institution, the
value is for research and historical purposes

 Total destruction by burning, shredding or recycling


The mode of destruction depends on the medium of
the record and the volume or records to be destroyed
Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
End of
part one
Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
THE CONTINUUM CONCEPT
 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.


Managing records is seen as a continuous process
where one element of the continuum passes seamlessly
into another. (Millar & Roper, 1999)
Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
THE CONTINUUM CONCEPT
In contrast with the life cycle where records are kept
for organizational purposes during the early stage of
their lives, and only later come to meet the needs of
a wider society as archives, the continuum concept
embraces the view that records function
simultaneously as organizational collective memory
right from the time of their creation.

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
THE FOUR ACTIONS OF RECORD CARE
Millar and Roper (1999) identified four action which
recur throughout the life of a record.

 Identification of records

 Intellectual control of records

 Provision of access to records

 Physical control of records


Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
According to Millar and Roper (1999), the continuum
principle suggest that the distinction between
record and archive management does not need to
be rigidly maintained.
ACTION RECORDS MANAGEMENT ARCHIVES MANAGEMENT ACTION
ACTION

Identification creation or receipt Selection or acquisition


and acquisition
Intellectual Classification within a Arrangement and
control logical system description
Access Maintenance and use Reference and use
Physical control Disposal by destruction preservation
or transfer to archives
Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
RECORDS MANAGERS AND ARCHIVISTS
The continuum concept argues that the division of
activities between records managers and archivist at
various stages are not really seen as separate
A. While the record manager is disposing of records of
future value to the archives, the archivist would be
acquiring fresh material
B. Reference and use in the archive phase is
essentially the same task as maintenance and use
in the records management phase
C. Arrangement and description made by archivist
depends vitally on the classification used by the
records manager
Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
INTEGRATED RECORDS MANAGEMENT
SYSTEM
According to Millar and Roper (1999), the records
manager, records centre manager and archivist
should perform their duties but their work should
be undertaken within an integrated structure, with
no rigid boundaries to limit professional
collaboration and development.
An integrated records management therefore follows a
life cycle and acknowledges the continuum concept
of caring for records

Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams
End Of Slides
Dr. M.
INTRODUCTION TO RECORDS MA NA GE MENT Adams

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