Records management is an established theory and methodology for ensuring the systematic management of all records and the information they contain throughout their lifecycle.

The core concept underpinning records management theory is that of the lifecycle, which sees records having a series of phases from creation to final outcome ultimately resulting either in their controlled destruction or being retained on a permanent basis as an archival record.

This infoKit is based around the well established concept of lifecycle management and how it should be specifically applied to the management of records. Further information about the general theory underpinning the information lifecycle, the main phases within it and the key concerns and issues to be addressed within each phase is available from the Managing the Information Lifecycle strand of this resource.

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Skip to one of the phases of Records Management described below or start with the Introduction.

Creation Whilst all records are information, not all information is a record. In this section we will therefore analyse what are the unique properties that separate records from more generic sources of information or data and as a result what is required to produce good, reliable records.

Active Use The life of a record begins at the moment of its declaration. This means it is already information of some maturity by the time it enters its active use. For records then the active use phase may be characterised less by constant use and rapid change. Instead the emphasis remains on ensuring the maintenance of the specific qualities and properties of the record which give it its intrinsic value.

Semi-Active Use The evidential value of records often far exceeds that of their informational value. As a consequence a significant volume of records often need to be retained which may appear to be of little relevance or importance. The ability to separate the 'wheat' from the 'chaff' and manage them accordingly during this phase may play a pivotal role in protecting your institution's long term interests.

Final Outcome This final phase in the records lifecycle leads to two logical outcomes: either the record is destroyed, or it is retained as a permanent, archival record. The main objectives of this phase is to ensure that each record follows the correct path and that the decisions which decide this are made according to pre-determined rules and criteria.