Table of Contents
- 1 What are the stages of record management?
- 2 What is the first step required in establishing a records retention program?
- 3 In which order are the life cycle steps?
- 4 How do you create a record retention schedule?
- 5 During which of the following phases in the records and information life cycle might a record be destroyed?
- 6 What is the purpose of a file plan in records management?
- 7 What are the steps in the approval process?
- 8 What is included in the standard Department file plan?
What are the stages of record management?
According to the life cycle concept, records go through three basic stages:
- creation (or receipt),
- maintenance and use, and.
- disposition.
What are the four record keeping phases or stages?
This process is known as the lifecycle of a record, made up of four stages: create, maintain, store, and dispose of.
What is the first step required in establishing a records retention program?
Six Key Steps to Developing a Record Retention Policy
- STEP 1: Identify Types of Records & Media.
- STEP 2: Identify Business Needs for Records & Appropriate Retention Periods.
- STEP 3: Addressing Creation, Distribution, Storage & Retrieval of Documents.
- STEP 4: Destruction of Documents.
- STEP 5: Documentation & Implementation.
What is a records file plan?
A file plan lists the records in your office, and describes how they are. organized and maintained. A good file plan is one of the essential. components of a recordkeeping system, and a key to a successful. records management program.
In which order are the life cycle steps?
There are five steps in a life cycle—product development, market introduction, growth, maturity, and decline/stability. Other types of cycles in business that follow a life cycle type trajectory include business, economic, and inventory cycles.
How do you implement a records retention schedule?
How to Implement a Records Retention Schedule
- Set up a Universal Retention Schedule. An organization should plan a universal retention schedule for all its departments.
- Determine Document Retention Periods.
- Implement a Disposition Schedule.
- Review and Update Periodically.
- Time to Rollout.
How do you create a record retention schedule?
Designing a Records Retention Plan
- Establish criteria for identifying official records.
- Develop a policy authorizing destruction of non-record materials.
- Research and tabulate retention requirements from all applicable statutes and regulations.
- Investigate operational needs.
What are the stages of the information lifecycle?
While there is no industry standard for enterprise DLM, most experts agree that the data lifecycle includes these six stages: creation, storage, use, sharing, archiving, and destruction.
During which of the following phases in the records and information life cycle might a record be destroyed?
The disposition phase is last. This is the part of the life cycle where the record is destroyed if it has met the minimum retention period or, if it is a permanent record or has historical value, it can be transferred to an archives for long-term preservation.
What are the principles of a file plan?
The Three Golden Rules of a good file plan
- Simplicity. Your file plan must: reflect functions, activities and tasks that are easily recognisable by users;
- Consistency. Your file plan must: have rules and guidelines that ensure all staff/users follow the same procedures;
- Flexibility. Your file plan must: be adaptable;
What is the purpose of a file plan in records management?
A file plan is a tool for you and others in your office to use to help manage records. It is a roadmap, listing different records maintained by the office, where and how they are stored, and how long they are to be kept.
Who is required to develop and maintain a file plan?
All TxDOT office or work units are required to develop and maintain a file plan. Records custodians must certify the currency and accuracy of their file plans to the DDO Records Administrator, who, in turn must certify the currency and accuracy of their organization’s file plan to TxDOT Records Management.
What are the steps in the approval process?
These include: Submission: An approval process usually begins with someone submitting something (a document, invoice, purchase order, etc.). Assign Approvers: The approval process hinges on someone else (not the submitter) approving the work, so you’ll need to identify the person or people who have the final say.
Why is the agency item number on the file plan?
For record copy files, the agency item number from the TxDOT records retention schedule is necessary when completing the records destruction log after purging files. Having it on the file plan is a convenient reference. The following figure illustrates the file plan formats.
What is included in the standard Department file plan?
The standard department file plan is an Excel spread sheet that includes the following file plan information . The record type may be a general description or a specific file name. File titles or descriptions identify major groups, minor groups and individual file folders.