What is the Lifecycle of Information?
Traditionally the lifecycle has been represented by a linear diagram with the horizontal axis representing 'time' from creation.
The review process can be simplified by assigning pre-defined retention periods to categories of information at the information creation phase.
If we ask the question, 'How long should any record remain a current record, likely to be needed for daily business?' the answer is not straightforward. Time from creation of the information in the record can never be the sole criterion. Common sense would suggest that different business functions need to keep a record close to hand, that is current, for different periods of time. In some cases it could be as little as a few days, in others it could be several years.
For example, the length of time a student record remains active will depend
upon the length of the course
whether the student progresses to another course at the same institution
whether it is a course leading to a recognised profession qualification. Areas such as medicine, nursing, architecture, engineering, law may require that some elements of the student file are retained for at least the working life of the individual.
whether the institution uses an electronic student information system which is set to retain student data 'for ever'
Similarly, the semi-current phase will last for varying periods of time. It is best defined as the period of time in which the record might be needed but not regularly.
In practice information flows through an institution are more varied and have differing requirements. It is useful to represent these as three information flows representing different requirements on the information.
This represents a more dynamic view of the life-cycle process. Time from creation becomes less crucial than the function which the information records.
The Permanent Record will include categories such as minutes of governing bodies, articles of association, audited annual accounts, examples of published material, and many others. The key criteria for inclusion in this category are that it:
will be required for as long as the institution has an existence
is a permanent legal requirement, or alternatively
becomes part of the historical archive
Nowadays Transactional Information is almost always contained within electronic systems and is information that has no beginning, middle or end state although there is likely to be an audit trail of changes. In most processes it represents a first stage of data processing and is likely to be represented as processed information in the time-limited information flow. This may in turn be further processed and summarised as part of a permanent record.
One example is the progress of the information in a purchase invoice through to a final audited and published account.
The Time-limited information stream has two phases. At first it is current information which may be used on a daily or weekly basis. The second phase is when the information has to be maintained for legal or other reasons, but is rarely required for operational purposes. This is the information flow to which retention periods can be applied.
An example here is the student record which will be required on a regular basis while the student is attending the institution and their progress is being monitored on a regular basis. This is current information. After the student has left the information will become non-current but parts of that record will be maintained for many years and may be required on a very occasional basis.
