Creation
Records are created through internal employee activities and from external transactions and correspondence. Invoices, proposals, reports and registration forms are some examples of the myriad of paper records that can be generated on a daily basis. In addition, there email messages and computer backup tapes are classified as electronic assets. For those companies that need help setting up records systems and retention schedules, there are consulting services.
Distribution and Use
Information is shared between employees and used for decisions, evidence and other business purposes. Backup tapes can be stored in a media vault and rotated in and out of use to preserve the quality of the data. In addition, imaging may be used to create enterprise documents, and some open shelf filing of paper records may be outsourced to lower operating costs.
Storage and Maintenance
Information that has lived through its immediate use may still have high reference potential. Offsite records storage for can be used for these records in combination with Scan on Demand or a faxing service to facilitate retrieval. The records may also be maintained offsite using open shelf filing. Media vaulting helps protect active records assets and electronic records.
Retention and Disposition
As the activity level of stored information drops, information must still be retained due to laws, for legal or audit protection or due to standard industry practice. Offsite records storage is used to outsource client records to a lower cost facility that still maintains high security and tracking systems to facilitate retrieval. Videotape, CD or DVD libraries can be stored in media vaults. Expired information is destroyed using confidential destruction services.
Archival Preservation
Some information must be retained permanently. Document or film-based imaging can be used for long-term preservation, while the original paper records can also be maintained in an environmentally controlled vault or climate controlled records center.
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