This module introduces the four stages of a record’s life cycle: creation, accessing and using, maintaining, and archiving or destroying.
This module introduces the four stages of a record’s life cycle: creation, accessing and using, maintaining, and archiving or destroying. It then shows how each stage of the life cycle can be effectively managed to help your business.
LEARNING OBJECTIVES
- Learn how to create records according to company policy
- Know how to classify and control access to records
- Understand when to keep and dispose of records
Skills you’ll gain
Database Life Cycle ManagementDocumentation LifecycleInformation Lifecycle ManagementLifecycle ManagementProject Management Life CycleRecords ManagementWhat You'll Learn
- Create records according to company policy
- Classify records and control access to them
- Maintain records throughout their useful life
- Determine when to keep and when to dispose of records
- Manage each stage of the record life cycle to benefit the business
- Identify the four stages of a record's life cycle: creation, accessing and using, maintaining, and archiving or destroying
Key Takeaways
- A record's life cycle consists of four stages: creation, accessing and using, maintaining, and archiving or destroying.
- Each stage of the record life cycle can be effectively managed to help your business.
- Records should be created according to company policy.
- Controlling access to records involves classifying them appropriately.
- Knowing when to keep and when to dispose of records is part of managing the life cycle.
Frequently Asked Questions
What does this module cover?
It introduces the four stages of a record's life cycle: creation, accessing and using, maintaining, and archiving or destroying, and shows how each stage can be effectively managed to help your business.
What will I learn in this course?
You will learn how to create records according to company policy, how to classify and control access to records, and understand when to keep and dispose of records.
What lessons are included?
The module includes four lessons: Creation, Accessing and Using, Maintaining, and Archiving and Destroying.
What skills does this course help develop?
It supports skills in records management, information lifecycle management, documentation lifecycle, lifecycle management, database life cycle management, and project management life cycle.
Transcript
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(soft music) Every record follows the same life cycle. While the exact process will not be the same for every single record, each one will follow these general phases: creation, accessing and using, maintaining, and archiving and destroying. The time spent in each phase will vary from record to record. This process is generally the same for paper records and electronic records. Let's begin our exploration of the life cycle by looking at the first phase: creation. There are many ways that a record can be created. Your first thought, like most of us, was probably of the records you create by typing or writing by hand. These would only be some of the records that are created by your organization daily. Created records also include any documents you receive. They could include emails, Word documents, or spreadsheets. You know, that invoice that just popped into your inbox while you've been watching this lesson? That is a record that was just created. Be sure records are created according to company policy. This means making sure the correct information is included and it is formatted properly. This can be vitally important, especially if the record has a long lifespan. An error in the creation phase can create problems throughout the lifespan of the record. Imagine if when your medical record was created, it listed the wrong allergies. You could potentially be dealing with the consequences of that incorrect information for many years.
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