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Information in a record cannot be readily created,
replaced or reconstructed,
“if it is gone, it is gone for ever”
With the large quantities of unmanaged paper
documents and information overload there is a growing need for “paperless offices ”.
PAPER BASED: files, charts, registers, photographs etc. MACHINE READABLE ELECTRONIC : Audio visual: cassettes, microfilm, videos, slides,
magnetic tapes, etc. Computer based: Hard drives, flash drives, computer discs, CD Roms, etc. Micro-film saves 90% space over paper Electronic records require proper storage and regular updating
Classification-2: Life cycle
Active (current) used for day to day activities/ operations.
Lasts from time of creation until a file is closed (usually < 1 year old).
Semi-active (semi-current) Stored in a record room after
the file is closed and used less than twice a year (usually 1- 5 years old).
Inactive (non-current) are those that are not used and
stored in a record room.
VALUABLE having a secondary value.
Primary value [Operational value ] purpose for which it
was created. Secondary value = a value for a purpose other than for what it was created. Fiscal value unsettled financial transaction. Legal value discoverable in a court of law. Historical (Archival) significant organizational activities.
“VALUELESS” do not have a secondary value once the
primary (operational) value ceases.
• Paper • Electronic/Digital
• Active: Currently used operational • Semi-active: Stored and occasionally used 2.Life Cycle • Inactive: Stored and unused
• “Valueless”: No secondary value • Valuable: Secondary value +
1. CREATION Paper Electronic 4. RETRIEVAL Active 2. USE Primary Operational 5. DISPOSAL
3. STORAGE Record Room (RR)
Secondary Fiscal Legal Historical