Effective Records Management Practices

2.2 The Life Cycle of A Record

1. Create and Receive: The first phase of the Records Life Cycle involves records being created, collected or received through the daily transactions of the department/agency and can include printed reports, documents that detail the functions, policies, decisions or procedures of the department/agency.
2. Use and Send: The next phase of the life cycle is the maintenance and use of the record. This can include filing, retrieving, use, duplication, printing, dissemination, release or exchange of the information in the record.
3. Filing and Storage: Filing is the process of arranging information in a predetermined sequence and creating a system to manage it for its useful existence within an organization. Storage includes space and equipment such as records room, records centre, compact or mobile shelving, automated filing systems, rotary files, open faced shelving, and storage carousels for recordkeeping and filing.
4. Retain and Destroy: At the disposition phase records are assessed to determine their retention value using Retention Schedule. This leads to either for preservation or destruction of the record. When the retention date of these records is reached, permission will be sought from Pustaka Negeri Sarawak for their destruction.
5. Archival Preservation: When a record has been determined to be of permanent value to the department/agency then it is transferred to Pustaka Negeri Sarawak for permanent archiving and preservation.

The responsibility for maintaining a record during its active office life is that of the officer in charge of the office that generates the record. Maintaining the record, especially for long periods of time or permanently, requires trained staff who take into consideration the type and value of the record, the most efficient system for organizing and accessing the record, and procedures for protecting the record. In most cases, the location for storage is the office where the record was created. Other options include moving the record to an off-site storage location (and taking responsibility for all corresponding costs), or, if the record has some historical, research, or special value, it may be eligible to be transferred to Pustaka Negeri Sarawak.

Unless the record is permanent or transferable to the Pustaka Negeri Sarawak, it must be disposed of after its respective shelf life. The creating agencies/departments write a letter of "intent to destroy" that lists the record and sends the letter to Pustaka Negeri Sarawak for prior approval. Upon approval by Pustaka Negeri Sarawak the record may be destroyed. Disposal options include burning and shredding. When recycling is a viable option, it is recommended as the most responsible means of disposition. After its disposition, the record will be permanently gone, but a copy of the intent to destroy will be retained by the creating agencies/departments.