Records Life Cycle

A basic concept in Records Management is the records life cycle. The life of a record goes through phases starting from when it is created or received by the Agency, through to its use, maintenance and temporary storage before finally being destroyed or archived permanently.

Creation: The first phase of the Records Life Cycle involves records being created, collected or received through the daily transactions of the Business Unit, School, Preschool or Regional Office and can include printed reports, emails or even phone messages, documents that detail the functions, policies, decisions or procedures of the agency.

Maintenance & Use: The next phase of the life cycle is the maintenance and use of the record. This can include filing, retrieving, use, duplication, printing, dissemination, release or exchange of the information in the record.

Disposition: At the disposition phase records are assessed to determine their retention value using General Disposal Schedules or Records Disposal Schedules. This leads to either the preservation or destruction of the record.

Preservation: When a record has been determined to be of permanent value to the Agency and/or Community then it is transferred to State Records of South Australia for permanent archiving and preservation.

Temporary Storage & Destruction: If a record still has ongoing value to the Agency it will be temporarily stored either onsite at the Agency or offsite with an Approved Service Provider such as Recall. When the retention date of these records is reached, permission will be sought from the Agency and State Records for their destruction.

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