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• Laserfiche Records Management: Terminology Guide
  
  
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• Technical Glossary

Laserfiche Records Management: Terminology Guide:

Brian Sabin, January 2007

Records management is the application of systematic controls concerning the creation, maintenance and destruction of records required for the operation of an organization. A chief concept underlying records management is the life cycle. Every record passes through a series of stages, during which its relationship to the organization changes. There are five major stages in a record’s life cycle:

• Creation: Information is generated and gathered into a record.
• Distribution and use: The record, along with any additional information about the record, is distributed within the organization according to the organization's practices.
• Storage and maintenance: The records are filed using a logical and defined scheme into a managed repository, available for retrieval by authorized users. The records management system is most important here. It is responsible for maintaining the integrity of the records, facilitating backup, and assisting users in filing and retrieval.
• Retention and disposition: The information in the record has declined in value. The record is no longer active, and is made inaccessible to most users Depending on the nature of the record, it may be destroyed immediately upon deactivation, or kept in retention for a defined period of time.
• Archival preservation: Records that have will be useful enough in the long term to offset their storage costs are preserved permanently in an archive.

The chief duties of a records management system lie at various points in this life cycle for each record. Filing, searching, retrieval, creating retention schedules, transfer, destruction, etc. all are part of managing the life cycle of a record.