Overview & Purpose

As with all categories of information, the semi-active use phase of the lifecycle is often the most difficult to define and control when it comes to the management of records. This is particularly true for records as the longevity of their evidential value often far exceeds that of their informational value. As a consequence a significant volume of records often need to be retained which appear to the casual observer 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.

All of the guidance contained in the general Information Lifecycle Management strand of this infokit for the semi-active use phase remains relevant and the contents of this section is intended to build upon this work. What follows relates specifically to the management of records during the semi-active use phase and should be read and considered in addition to this earlier guidance.

As such it will be of use to those tasked with managing records within the institution, quality managers, auditors and those responsible for the design of new systems and processes.

The topics covered within this section include: