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Life Cycle of Records
- Creating records
If it's important, write it down! Information is of no enduring use to anyone (including yourself) if it only exists in your head.
- Capturing records
When you document something that is relevant to your University role, or has some continuing value to the University, capture it as a "University" record.
- Ensuring records are reliable
Documents should be a true and accurate picture of what happened, and they shouldn't be interfered with at a later date.
- Ensuring records are locatable
When filing a record, don't just consider whether you will be able to find it again, but whether others will be able to find it in the future.
- Managing access to records
Managing who gets access and on what terms is just as important as capturing documents in the first place - but the University should only restrict access to its records when there is a good reason to do so.
- Storage and retention of records
Keep records for as long as the law and commonsense requires, and store them in a safe place where they will be preserved in good condition and can be located with minimum effort.
- Disposal of records
If you register the existence of records in HPRM, then disposal and archiving will occur automatically.
- Archiving of records
Some of your records are tomorrow's precious archives!