Background of records management lifecycle theory

Records management lifecycle theory is a framework that outlines the stages through which records pass from creation to disposal. The theory is based on the idea that records have a lifecycle similar to living organisms, with distinct phases that require different management strategies.

The concept of records management lifecycle theory has its roots in the field of information management, which has evolved over time to address the increasing volume and complexity of records in organizations. The theory provides a structured approach to managing records throughout their lifespan, ensuring that they are properly organized, accessible, and preserved in accordance with legal and regulatory requirements.

The key stages of the records management lifecycle typically include creation, classification, storage, retrieval, retention, and disposal. Each stage involves specific activities and processes that are designed to ensure the integrity and usability of records over time. By following the principles of records management lifecycle theory, organizations can effectively manage their records and minimize the risks associated with information mismanagement.

Overall, records management lifecycle theory provides a comprehensive framework for organizations to establish and maintain effective records management practices. By understanding and implementing the principles of the theory, organizations can improve their information governance, compliance, and operational efficiency.

Origins of Records Management Lifecycle Theory:

- Early 20th Century: Emergence of file management practices to address the growing volume of business documents.
- 1930s-1940s: Development of scientific methods for recordkeeping, influenced by fields such as archival science and library science.
- 1950s: Introduction of the "records lifecycle" concept by Harold Jenkinson, British archivist and records manager.

Development of the Records Lifecycle Model:

- 1970s-1980s: Refinement of Jenkinson's model by records management professionals.
- 1990s: International Standards Organization (ISO) publishes the first standard on records management (ISO 15489), which includes the records lifecycle as a key concept.
- 2000s-Present: Ongoing research and development of the records lifecycle theory to account for digital technologies and emerging recordkeeping challenges.

Key Concepts of the Records Management Lifecycle Theory:

The records management lifecycle theory describes the stages and processes involved in managing records throughout their existence:

- Creation: The process of capturing and documenting information to create a record.
- Active Use: The period in which the record is actively used and consulted for business operations.
- Inactive Storage: The stage when the record is not actively used but still needs to be retained for legal, operational, or historical reasons.
- Disposition: The final stage, where the record is either destroyed, preserved permanently, or transferred to an archival repository.

Importance of Records Management Lifecycle Theory:

The records management lifecycle theory provides a framework for:

- Ensuring the integrity and accessibility of records throughout their lifetime.
- Efficiently managing records storage and retrieval processes.
- Complying with legal and regulatory requirements related to recordkeeping.
- Preserving the historical and evidentiary value of records for future generations.