Records lifecycle is a series of events that records move through from “Creation” to “Disposal.” As the quality and integrity of records in each step of the lifecycle are crucial. The record management lifecycle is designed to Safeguard the privacy, integrity, and accessibility of the records of the company and protect them from any unauthorized access. You should know how your records management is done when you outsource record management services.
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Different people have different names for these phases, but in reality it is the same continuous process that is used to manage the data by companies providing record management services. Let’s see, which steps are involved in Records Lifecycle.
Records are created to provide proof of the events that have occurred, to keep a record of customers’ information, legal decisions, etc. The creation of records improves quality, helps in decision making, and meets business goals.
The creation of records improves the transparency and trust of customers towards a company.
2. Classification and Organization
The next step in the records life cycle is classifying the data created. Classification is done by arranging the data into different groups depending on their type. Depending on the type of your business, groups are made.
The major benefit of the classification of data is its easy retrieval. Imagine a big box filled with different things and you are asked to pick out one thing, it will surely be a hassle and there might be chances that you will not find it. In contrast, if your things are classified and organized into different boxes, it is very easy to find things.
Companies that provide Record Management services make sure to categorize and organize your data so that it becomes locatable when needed.
3. Maintenance and use
Maintaining and usage records is one of the most important steps in the Records life cycle. It refers that the records are stored so that they are accessible. All records, including active, semi-active, and nonactive, are maintained.
Maintenance of records also manages the data related to who, when, and why obtained the records. This is very important to record management as there are no problems in the future. A good record management company keeps updating its system and keeps a record of all the people who have retrieved the records.
Protection of all records is important for record management. The record management company should prioritize the protection of records at all stages of the life cycle. No unauthorized access should be allowed.
The final stage of the Records Life cycle is disposal. Records are disposed of when they remain inactive for a specified period. Keeping inactive records for life only takes up good storage.
We only want to store records that the company needs and are active. Companies offering record management services dispose of the records or archive them according to the company’s instructions.
The records life cycle is essential when selecting a company for Records management services. The record management cycle is very important as it helps keep records maintained effectively.
Above mentioned steps are basic, but many other additional steps may be involved in records management depending on the business need.