Records Appraisal and Retention
Expert-defined terms from the Professional Certificate in Records Management course at Greenwich School of Business and Finance. Free to read, free to share, paired with a globally recognised certification pathway.
Records Appraisal and Retention #
Records appraisal and retention are key processes in the field of records manage… #
Records appraisal and retention are key processes in the field of records management that involve determining the value and lifespan of records within an organization.
Records Appraisal #
Records appraisal is the process of evaluating records to determine their value… #
This assessment helps in identifying which records are important and should be retained for operational, legal, or historical reasons. Records appraisal involves analyzing the content, context, and structure of records to make informed decisions about their significance.
- Records Valuation #
- Records Valuation
- Records Selection #
- Records Selection
- Records Disposition #
- Records Disposition
Example: #
Example:
During the records appraisal process, archivists may assess the historical signi… #
During the records appraisal process, archivists may assess the historical significance of documents to determine which ones should be preserved for future research.
Challenges: #
Challenges:
One of the challenges of records appraisal is the subjective nature of determini… #
One of the challenges of records appraisal is the subjective nature of determining the value of records, as different stakeholders may have varying opinions on what is considered important.
Records Retention #
Records retention refers to the policies and procedures that govern how long rec… #
This process ensures that records are retained for the appropriate length of time to meet legal, regulatory, and operational requirements while also minimizing the risks associated with retaining unnecessary information.
- Records Disposition #
- Records Disposition
- Records Lifecycle #
- Records Lifecycle
- Records Management #
- Records Management
Example: #
Example:
A company may have a records retention policy that specifies how long financial… #
A company may have a records retention policy that specifies how long financial records should be retained to comply with tax laws and regulations.
Challenges: #
Challenges:
One of the challenges of records retention is keeping track of changing regulati… #
One of the challenges of records retention is keeping track of changing regulations and laws that may impact the retention requirements for different types of records.
Records Lifecycle #
The records lifecycle is the continuum of stages that a record goes through from… #
This lifecycle typically includes stages such as creation, classification, storage, retrieval, retention, and disposal. Managing records throughout their lifecycle ensures that they are organized, accessible, and compliant with legal and regulatory requirements.
- Records Management #
- Records Management
- Records Retention #
- Records Retention
- Records Disposition #
- Records Disposition
Example: #
Example:
An organization may implement a records management system to track records throu… #
An organization may implement a records management system to track records throughout their lifecycle, from creation to disposal, to ensure compliance and efficiency.
Challenges: #
Challenges:
One of the challenges of managing the records lifecycle is ensuring that records… #
One of the challenges of managing the records lifecycle is ensuring that records are properly classified and stored at each stage to maintain their integrity and security.
Records Disposition #
Records disposition is the final stage in the records lifecycle where records ar… #
This process involves following established policies and procedures for disposing of records in a secure and compliant manner.
- Records Retention #
- Records Retention
- Records Appraisal #
- Records Appraisal
- Records Lifecycle #
- Records Lifecycle
Example: #
Example:
After the retention period specified in the records retention policy has expired… #
After the retention period specified in the records retention policy has expired, records may undergo disposition by being securely shredded or transferred to an archival facility.
Challenges: #
Challenges:
One of the challenges of records disposition is ensuring that records are dispos… #
One of the challenges of records disposition is ensuring that records are disposed of in a timely manner to avoid unnecessary storage costs and potential legal risks associated with retaining outdated information.
Records Management #
Records management is the systematic control of an organization's records throug… #
This process involves establishing policies, procedures, and technologies to effectively manage and protect records, ensuring their accessibility, integrity, and compliance with regulations.
- Records Lifecycle #
- Records Lifecycle
- Records Retention #
- Records Retention
- Records Appraisal #
- Records Appraisal
Example: #
Example:
A records management program may include the implementation of a document manage… #
A records management program may include the implementation of a document management system to digitize and organize records for efficient retrieval and retention.
Challenges: #
Challenges:
One of the challenges of records management is ensuring that employees are train… #
One of the challenges of records management is ensuring that employees are trained on proper record-keeping practices to maintain the integrity and security of records.
Records Valuation #
Records valuation is the process of assigning a financial or intrinsic value to… #
This assessment helps organizations prioritize which records should be preserved or disposed of based on their significance and potential impact on the organization.
- Records Appraisal #
- Records Appraisal
- Records Selection #
- Records Selection
- Records Retention #
- Records Retention
Example: #
Example:
An archivist may conduct a records valuation to determine the monetary worth of… #
An archivist may conduct a records valuation to determine the monetary worth of rare historical documents for insurance purposes or auction.
Challenges: #
Challenges:
One of the challenges of records valuation is balancing the financial value of r… #
One of the challenges of records valuation is balancing the financial value of records with their cultural or historical significance to make informed decisions about their preservation.
Legal Hold #
A legal hold is a directive issued to an organization to preserve all relevant r… #
This process involves suspending the normal disposition of records to prevent spoliation and ensure compliance with legal obligations.
- E-Discovery #
- E-Discovery
- Litigation Hold #
- Litigation Hold
- Records Retention #
- Records Retention
Example: #
Example:
In response to a lawsuit, a company may place a legal hold on all electronic com… #
In response to a lawsuit, a company may place a legal hold on all electronic communications and documents relevant to the case to prevent the destruction of evidence.
Challenges: #
Challenges:
One of the challenges of implementing a legal hold is ensuring that all relevant… #
One of the challenges of implementing a legal hold is ensuring that all relevant records are identified and preserved in a timely manner to avoid potential legal sanctions for spoliation.
Metadata #
Metadata is descriptive information about a record that provides context, struct… #
This data helps in managing and organizing records by capturing details such as the creator, date of creation, file format, and keywords, making it easier to search, retrieve, and understand records.
- Taxonomy #
- Taxonomy
- Information Governance #
- Information Governance
- Data Classification #
- Data Classification
Example: #
Example:
Metadata associated with a document may include details such as the author, titl… #
Metadata associated with a document may include details such as the author, title, date, and keywords to facilitate its categorization and retrieval within a records management system.
Challenges: #
Challenges:
One of the challenges of managing metadata is ensuring consistency and accuracy… #
One of the challenges of managing metadata is ensuring consistency and accuracy in the metadata applied to records to improve searchability and usability across different systems and platforms.
Electronic Records Management (ERM) #
Electronic Records Management (ERM) is the practice of managing digital records… #
This process involves implementing technologies and strategies to capture, store, retrieve, and dispose of electronic records in compliance with legal and regulatory requirements.
- Digital Preservation #
- Digital Preservation
- Information Security #
- Information Security
- Records Management #
- Records Management
Example: #
Example:
An organization may adopt an Electronic Records Management system to automate th… #
An organization may adopt an Electronic Records Management system to automate the capture, storage, and retention of electronic records for improved efficiency and compliance.
Challenges: #
Challenges:
One of the challenges of Electronic Records Management is keeping pace with rapi… #
One of the challenges of Electronic Records Management is keeping pace with rapidly evolving technologies and formats to ensure the long-term accessibility and usability of digital records.
Information Governance #
Information Governance is the framework of policies, procedures, and controls th… #
This holistic approach ensures that information assets, including records, are properly managed to meet business objectives, regulatory requirements, and legal obligations.
- Data Governance #
- Data Governance
- Records Management #
- Records Management
- Compliance #
- Compliance
Example: #
Example:
An Information Governance program may include data classification policies, acce… #
An Information Governance program may include data classification policies, access controls, and training programs to ensure that information is managed securely and in compliance with regulations.
Challenges: #
Challenges:
One of the challenges of Information Governance is establishing clear roles and… #
One of the challenges of Information Governance is establishing clear roles and responsibilities for managing information across different departments and stakeholders to ensure accountability and consistency in information management practices.
Disaster Recovery #
Disaster Recovery is the process of planning and implementing strategies to reco… #
This includes backing up data, creating redundancy, and establishing recovery procedures to minimize downtime and data loss.
- Business Continuity #
- Business Continuity
- Data Backup #
- Data Backup
- Risk Management #
- Risk Management
Example: #
Example:
An organization may have a Disaster Recovery plan that outlines procedures for r… #
An organization may have a Disaster Recovery plan that outlines procedures for restoring critical records and information after a fire, flood, or cyber-attack to ensure business continuity.
Challenges: #
Challenges:
One of the challenges of Disaster Recovery is testing and updating recovery proc… #
One of the challenges of Disaster Recovery is testing and updating recovery procedures regularly to address new threats and vulnerabilities that may impact the organization's ability to recover records in a timely manner.
Retention Schedule #
A Retention Schedule is a document that outlines the retention periods and dispo… #
This schedule specifies how long records should be retained based on legal, regulatory, operational, and historical requirements before they are disposed of or transferred to an archive.
- Records Retention #
- Records Retention
- Disposition Schedule #
- Disposition Schedule
- Records Management #
- Records Management
Example: #
Example:
A Retention Schedule may specify that employee payroll records should be retaine… #
A Retention Schedule may specify that employee payroll records should be retained for seven years after termination before being securely destroyed to comply with tax and labor laws.
Challenges: #
Challenges:
One of the challenges of maintaining a Retention Schedule is ensuring that it is… #
One of the challenges of maintaining a Retention Schedule is ensuring that it is regularly reviewed and updated to reflect changes in regulations, business practices, and record-keeping requirements to avoid non-compliance and legal risks.
Electronic Discovery (E #
Discovery):
Electronic Discovery (E #
Discovery) is the process of identifying, collecting, and producing electronically stored information (ESI) for legal or regulatory investigations. This involves searching, reviewing, and analyzing digital records to support litigation, compliance, or investigation requirements.
- Legal Hold #
- Legal Hold
- Metadata #
- Metadata
- Records Management #
- Records Management
Example: #
Example:
During an E #
Discovery process, a company may use specialized software to search and retrieve relevant emails, documents, and files for use in a legal case.
Challenges: #
Challenges:
One of the challenges of E #
Discovery is managing the volume and complexity of digital records that may be subject to investigation to ensure timely and accurate production of evidence in compliance with legal requirements.
Access Controls #
Access Controls are security measures that restrict or limit access to records a… #
This helps in protecting sensitive or confidential data from unauthorized access, modification, or disclosure.
- Information Security #
- Information Security
- Data Privacy #
- Data Privacy
- Identity Management #
- Identity Management
Example: #
Example:
An organization may implement access controls to ensure that only authorized emp… #
An organization may implement access controls to ensure that only authorized employees have permission to view or edit sensitive financial records to prevent data breaches or fraud.
Challenges: #
Challenges:
One of the challenges of access controls is balancing the need for security with… #
One of the challenges of access controls is balancing the need for security with the requirement for employees to have timely access to information to perform their job duties effectively without hindrance.
Information Security #
Information Security is the practice of protecting records and information asset… #
This involves implementing security measures, such as encryption, firewalls, and access controls, to safeguard sensitive data and ensure confidentiality, integrity, and availability.
- Cybersecurity #
- Cybersecurity
- Data Protection #
- Data Protection
- Access Controls #
- Access Controls
Example: #
Example:
An Information Security policy may require employees to use strong passwords, en… #
An Information Security policy may require employees to use strong passwords, encryption, and multi-factor authentication to prevent data breaches and unauthorized access to confidential records.
Challenges: #
Challenges:
One of the challenges of Information Security is staying ahead of evolving cyber… #
One of the challenges of Information Security is staying ahead of evolving cyber threats and vulnerabilities to maintain the effectiveness and resilience of security controls in protecting records from malicious attacks.
Compliance #
Compliance refers to the adherence to laws, regulations, standards, and policies… #
This includes maintaining accurate records, following retention schedules, and safeguarding data privacy to avoid legal risks and penalties.
- Regulatory Compliance #
- Regulatory Compliance
- Records Management #
- Records Management
- Information Governance #
- Information Governance
Example: #
Example:
A company may conduct regular audits to ensure compliance with data protection l… #
A company may conduct regular audits to ensure compliance with data protection laws, such as GDPR or HIPAA, to avoid fines and reputational damage from non-compliance.
Challenges: #
Challenges:
One of the challenges of compliance is interpreting and implementing complex and… #
One of the challenges of compliance is interpreting and implementing complex and evolving regulations that may impact how records are managed, retained, and protected across different jurisdictions and industries.
Retention Policies #
Retention Policies are guidelines that specify how long records should be retain… #
These policies help in standardizing record-keeping practices and ensuring compliance with retention schedules.
- Records Retention #
- Records Retention
- Records Disposition #
- Records Disposition
- Retention Schedule #
- Retention Schedule
Example: #
Example:
A retention policy may dictate that email communications should be retained for… #
A retention policy may dictate that email communications should be retained for three years before being automatically deleted to manage storage costs and comply with data protection regulations.
Challenges: #
Challenges:
One of the challenges of retention policies is ensuring that they are communicat… #
One of the challenges of retention policies is ensuring that they are communicated effectively to employees and consistently applied across all departments to avoid gaps in compliance and retention practices.
Recordkeeping #
Recordkeeping is the process of creating, organizing, and maintaining records in… #
This involves capturing, classifying, indexing, storing, and retrieving records to ensure their accuracy, integrity, and accessibility.
- Information Management #
- Information Management
- Records Management #
- Records Management
- Data Governance #
- Data Governance
Example: #
Example:
A recordkeeping system may use electronic databases, file structures, and metada… #
A recordkeeping system may use electronic databases, file structures, and metadata to organize and track records for easy retrieval and reference by employees.
Challenges: #
Challenges:
One of the challenges of recordkeeping is managing the volume and variety of rec… #
One of the challenges of recordkeeping is managing the volume and variety of records generated by modern organizations in different formats and locations to ensure consistency and compliance with record-keeping standards.
Data Classification #
Data Classification is the process of categorizing records and information based… #
This helps organizations prioritize resources and protection efforts based on the value and risk of data assets.
- Information Governance #
- Information Governance
- Metadata #
- Metadata
- Access Controls #
- Access Controls
Example: #
Example:
Data Classification may involve labeling records as public, internal, confidenti… #
Data Classification may involve labeling records as public, internal, confidential, or restricted to control who has access to sensitive information and prevent data breaches.
Challenges: #
Challenges:
One of the challenges of Data Classification is ensuring that employees understa… #
One of the challenges of Data Classification is ensuring that employees understand the criteria for classifying data and consistently apply the appropriate labels to records to maintain security and compliance.
Retention Period #
Retention Period is the length of time that records should be retained before th… #
This period may vary depending on the type of record, industry regulations, and business needs.
- Records Retention #
- Records Retention
- Retention Schedule #
- Retention Schedule
- Records Lifecycle #
- Records Lifecycle
Example: #
Example:
A retention period for customer invoices may be determined based on tax laws, in… #
A retention period for customer invoices may be determined based on tax laws, industry standards, or contractual obligations to ensure compliance and meet business needs.
Challenges: #
Challenges:
One of the challenges of retention periods is managing the complexity of differe… #
One of the challenges of retention periods is managing the complexity of different retention requirements for various types of records and ensuring that records are retained for the appropriate length of time to meet legal and operational needs.
Archival Preservation #
Archival Preservation is the practice of protecting and maintaining records and… #
This involves using specialized storage, handling, and conservation techniques to prevent deterioration, damage, or loss of archival materials over time.
- Digital Preservation #
- Digital Preservation
- Records Appraisal #
- Records Appraisal
- Preservation Standards #
- Preservation Standards
Example: #
Example:
An archival institution may use climate #
controlled storage facilities, acid-free containers, and digitization technologies to preserve fragile manuscripts, photographs, and documents for long-term access and study.
Challenges: #
Challenges:
One of the challenges of archival preservation is ensuring that preservation pra… #
One of the challenges of archival preservation is ensuring that preservation practices comply with international standards and best practices to safeguard the authenticity and integrity of archival materials for future research and use.
Document Management #
Document Management is the practice of capturing, storing, organizing, and retri… #
This involves using document management systems, workflows, and version control to manage the lifecycle of documents.
- Records Management #
- Records Management
- Electronic Records Management #
- Electronic Records Management
- Document Imaging #
- Document Imaging
Example: #
Example:
A document management system may automate document workflows, track revisions, a… #
A document management system may automate document workflows, track revisions, and provide access controls to improve efficiency and accuracy in managing business documents.
Challenges: #
Challenges:
One of the challenges of document management is integrating document management… #
One of the challenges of document management is integrating document management systems with existing business processes and technologies to ensure seamless adoption and user acceptance across the organization.
Records Inventory #
Records Inventory is the process of identifying, categorizing, and documenting a… #
This inventory helps in understanding the volume, types, locations, and formats of records to support records management initiatives, compliance, and decision-making.
- Records Audit #
- Records Audit
- Metadata #
- Metadata
- Information Governance #
- Information Governance
Example: #
Example:
A records manager may conduct a records inventory to assess the scope and comple… #
A records manager may conduct a records inventory to assess the scope and complexity of records across different departments and systems before implementing a records management program.
Challenges: #
Challenges:
One of the challenges of records inventory is ensuring that all records are iden… #
One of the challenges of records inventory is ensuring that all records are identified, classified, and documented accurately to provide a comprehensive and up-to-date inventory for effective records management.
Disposal Procedures #
Disposal Procedures are the methods and protocols used to securely and ethically… #
This may involve shredding paper documents, deleting electronic files, or transferring archival materials to a repository for permanent retention.
- Records Disposition #
- Records Disposition
- Retention Policies #
- Retention Policies
- Destruction Certificates #
- Destruction Certificates
Example: #
Example:
Disposal procedures for sensitive records may include using certified shredding… #
Disposal procedures for sensitive records may include using certified shredding services, maintaining disposal logs, and obtaining destruction certificates to ensure compliance with privacy laws and data protection regulations.
Challenges: #
Challenges:
One of the challenges of disposal procedures is verifying that records are dispo… #
One of the challenges of disposal procedures is verifying that records are disposed of in compliance with retention policies and legal requirements to avoid data breaches, identity theft, or reputational damage from improper disposal practices.
Risk Management #
Risk Management is the process of identifying, assessing, and mitigating risks a… #
This involves analyzing threats, vulnerabilities, and potential impacts on records to implement controls and safeguards that reduce the likelihood of data breaches, loss, or non-compliance.
- Information Security #
- Information Security
- Compliance #
- Compliance
- Business Continuity #
- Business Continuity
Example: #
Example:
A risk management plan may include data encryption, access controls, and employe… #
A risk management plan may include data encryption, access controls, and employee training to protect records from cyber threats, natural disasters, or unauthorized access.
Challenges: #
Challenges:
One of the challenges of risk management is balancing the cost and effort of imp… #
One of the challenges of risk management is balancing the cost and effort of implementing security controls with the potential risks and consequences of data breaches or non-compliance to ensure effective risk mitigation.
Records Audit #
Records Audit is the process of evaluating and reviewing records management prac… #
This audit helps in identifying gaps, risks, and opportunities for improvement in records management programs.
- Records Inventory #
- Records Inventory
- Compliance Audit #
- Compliance Audit
- Quality Assurance #
- Quality Assurance
Example: #
Example:
A records audit may involve reviewing records retention schedules, disposal logs… #
A records audit may involve reviewing records retention schedules, disposal logs, and access controls to ensure that records are managed in accordance with legal requirements and organizational policies.
Challenges: #
Challenges:
One of the challenges of records audit is conducting a comprehensive and objecti… #
One of the challenges of records audit is conducting a comprehensive and objective assessment of records management practices to identify areas for enhancement and ensure continuous improvement in record-keeping standards.
Privacy Compliance #
Privacy Compliance is the adherence to laws, regulations, and standards governin… #
This includes implementing privacy policies, data protection measures, and consent mechanisms to safeguard sensitive data and respect individual privacy rights.
- Data Privacy #
- Data Privacy
- GDPR #
- GDPR
- Information Security #
- Information Security
Example: #
Example:
A company may appoint a Data Protection Officer to oversee privacy compliance ef… #
A company may appoint a Data Protection Officer to oversee privacy compliance efforts, conduct privacy impact assessments, and respond to data subject requests to comply with privacy laws such as the CCPA.
Challenges: #
Challenges:
Information Governance Framework #
Information Governance Framework is the structure of policies, processes, and co… #
This framework aligns information management practices with business goals, compliance requirements, and risk management strategies to ensure that information assets are effectively governed.
- Data Governance #
- Data Governance
- Records Management #
- Records Management
- Compliance #
- Compliance
Example: #
Example:
An Information Governance Framework may include data classification policies, ac… #
An Information Governance Framework may include data classification policies, access controls, retention schedules, and training programs to establish a culture of accountability and responsibility for managing information assets.
Challenges: #
Challenges:
One of the challenges of an Information Governance Framework is integrating info… #
One of the challenges of an Information Governance Framework is integrating information governance initiatives with existing business processes and