THE LIFE CYCLE & CONTINUUM CONCEPT OF RECORDS

TOPIC 3THE LIFE CYCLE &CONTINUUM CONCEPT OFRECORDS MANAGEMENTINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

RECORDS LIFE CYCLEThe theory of this concept is that records areborn (creation), it lives (maintenance &use) and it dies (disposition).INTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

PHASES OF THE RECORDS LIFE CYCLEINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

ACTIVITIES AT THE CURRENT PHASE Records are regularly used in the conduct ofbusiness Records are stored in the record office or registry Records may be created internally or externallyForms of record creation: Reports Letters Forms Email messages correspondence etc.INTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

IMPORTANCE OF RECORDS CREATION MANAGEMENT Prevent the creation of non essential records Enhances the utility and value of records. Onlyvaluable records are created and stored Enhances the quality of record media used in aninstitutionFor instance, UG ensures that because of the valueplaced on its certificates, quality paper is used inproducing the certificatesINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

ACTIVITIES IN SEMI-CURRENT PHASE Records are not frequently used and aremaintained in the record centre Maintenance and use of records Retrieval tools are prepared at this phaseINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

IMPORTANCE OF RECORDS MAINTENANCE AND USE Ensures that records are readily available to users Ensures that measures are taken to reduce thecost incurred in managing these records Ensures that appropriate storage equipment areprovided to aid the long life span of recordsINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

ACTIVITIES AT THE INACTIVE PHASE Records are no longer used for conductingbusiness Disposition of records Records with no value are destroyed and those withcontinuing value are sent to the archival repositoryfor permanent preservationINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

APPRAISAL AND RETENTION When records are appraised depending on the valueof the records, periods for their retention aredetermined known as RETENTION PERIODS A list of these periods containing a series of recordsand their retention periods either in months or yearsis known as RETENTION SCHEDULEINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

DISPOSITION OF RECORDS Transfer to a record centre, an archive or to aprivate partyo In the case of transfer to a record centre, the valueof records is for future administrative, legal orfinancial useo In case of transfer to an archival institution, thevalue is for research and historical purposes Total destruction by burning, shredding or recyclingThe mode of destruction depends on the medium ofthe record and the volume or records to be destroyedINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

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THE CONTINUUM CONCEPT The perceived weaknesses of the records life cycleconcept, particularly electronic records led to thedevelopment of the continuum concept It was developed in the 1980s and 1990s tocomplement the life cycle concept In the continuum concept, there are no phases.Managing records is seen as a continuous processwhere one element of the continuum passes seamlesslyinto another. (Millar & Roper, 1999)INTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

THE CONTINUUM CONCEPTIn contrast with the life cycle where records are keptfor organizational purposes during the early stage oftheir lives, and only later come to meet the needs ofa wider society as archives, the continuum conceptembraces the view that records functionsimultaneously as organizational collective memoryright from the time of their creation.INTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

THE FOUR ACTIONS OF RECORD CAREMillar and Roper (1999) identified four action whichrecur throughout the life of a record. Identification of records Intellectual control of records Provision of access to records Physical control of recordsINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

According to Millar and Roper (1999), the continuumprinciple suggest that the distinction betweenrecord and archive management does not need tobe rigidly maintained.ACTIONRECORDS MANAGEMENTACTIONARCHIVES MANAGEMENT ACTIONIdentificationand acquisitioncreation or receiptSelection or acquisitionIntellectualcontrolClassification within alogical systemArrangement anddescriptionAccessMaintenance and useReference and usePhysical control Disposal by destructionor transfer to archivespreservationINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

RECORDS MANAGERS AND ARCHIVISTSThe continuum concept argues that the division ofactivities between records managers and archivist atvarious stages are not really seen as separateA. While the record manager is disposing of records offuture value to the archives, the archivist would beacquiring fresh materialB. Reference and use in the archive phase isessentially the same task as maintenance and usein the records management phaseC. Arrangement and description made by archivistdepends vitally on the classification used by therecords managerINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

INTEGRATED RECORDS MANAGEMENTSYSTEMAccording to Millar and Roper (1999), the recordsmanager, records centre manager and archivistshould perform their duties but their work shouldbe undertaken within an integrated structure, withno rigid boundaries to limit professionalcollaboration and development.An integrated records management therefore follows alife cycle and acknowledges the continuum conceptof caring for recordsINTRODUCTION TO RECORDS MA NA GE MENTDr. M.Adams

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Oct 03, 2017 · The perceived weaknesses of the records life cycle concept, particularly electronic records led to the development of the continuum concept It was developed in the 1980s and 1990s to complement the life cycle concept In the continuum concept, there are no