DOCUMENT LIFECYCLE MANAGEMENT - From Creation to Destruction

The creation of a document begins a lifecycle of stages including active use, inactive use, archival or preservation, and destruction. By developing a strategic process for managing a document throughout its lifecycle, prior to its creation, you can generate efficiencies in your filing systems, positively influence business practices and reduce operational costs.

Record creation

The first steps in implementing an efficient document lifecycle process starts at creation. Determining how the record is to be used, its importance, potential record redundancies, and the format of the record will affect storage, retention and preservation and will help establish clear guidelines for document management from the start.

Active user

During active use, proper records management and consistency in practice can be extremely challenging. Individual work styles, space constraints, workflow, inconsistent or improper storage, and a lack of an established records management process can make it difficult to mandate best practices. For instance, small personal filing cabinets require top-tab file folders, while central filing areas may require end-tab file folders. Having a mixed format filing system is often not an ideal solution. Early in the lifecycle process, it is wise to implement a systematic, strategic record management approach for the active use period that creates efficiencies in workflow and daily productivity.

Inactive storage

When a document becomes inactive, it is typically filed or boxed and stored in an accessible, central location separate from active files. At this stage, it is important to review the contents of your files and remove any duplicate or unnecessary documents to save space and increase efficiencies in document retrieval later. In addition, consider documenting your file inventory into a database to help manage and maintain a retention schedule. If you haven't already, implement bar- coding to increase control and effectively track inventories in a central or multiple locations.

Archival or preservation

At the end of the retention period, historically significant records should be archived or preserved. This is done through a variety of methods including off-site or on-site paper preservation, electronic archival or the use of micrographic technologies, all of which are effective when used in a combination that suits a company's specific needs. Consider record inventory, storage space, technological specifications, business requirements and compliance regulations as you develop archiving procedures.

Destruction

WOnce a record is determined to be historically insignificant, it is scheduled for destruction. At this stage, documents - paper, micrographic and electronic - can be audited and the necessary documents identified or gathered for destruction. A record should be destroyed in a method appropriate for its content. For instance, financial information should be destroyed in such a way that it is no longer recognizable in order to ensure privacy.

Benefits of planning ahead

As you determine processes for managing document lifecycles, consider efficiencies that maximize the reliability and functionality of your records and information management systems from record creation to destruction.

By implementing effective RIM processes and tools, such as file color-coding, tracking and storage applications, at the onset of a document's lifecycle, you can create efficiencies that will positively impact business operations as well as your bottom line.