University
Archives & Records Center

Records Life Cycle

Records management is properly maintaining a record throughout its life cycle.

CREATION

  • Record is either created or received for University purpose
  • Office that created the record is the office of origin.

ACTIVE or CURRENT

  • Record in use by the office of origin
  • Frequency: active use; needs to be in an easily accessible physical location near the office or in a convenient computer or server
  • Retention: Records Retention Schedule in consultation with the office
  • Location: the office of origin
  • Access/Security: Access controlled by the office of origin

INACTIVE or NONCURRENT

  • Record not accessed frequently, but important to keep for a while; may still be needed for reference purposes by the office of origin; or needed for legal, financial, accreditation, etc. requirements
  • Frequency: infrequent to no use
  • Retention: Records Retention Schedule in consultation with the office
  • Location: office or origin or University Archives’ Records Center
  • Security: Access controlled by the office of origin; permission to use required from the office of origin. Certain records stay in the Records Center indefinitely for privacy, etc. reasons

FINAL DISPOSITION

ARCHIVES or DESTROY

  • Records retention schedules show how long each record series is required to be kept as well as the final disposition action
  • Records having historical or other continuing value to the University are transferred to the Archives where they are made available for scholarly or other types of public research
  • Records that have no more value are destroyed or recycled