Records retention and disposal are important phases in life cycle of record management.Records retention is storage of records for future reference. It involves systematic classification, preservation and protection of records. Files, computers, pen drives and microfilms are used to preserve records.
Records disposal is concerned with destruction of unnecessary records. Such records are known as dead records.
The factors to be considered in records retention and disposal are follows:
Records management must comply with legal requirements. Various laws prescribe retention of records for stipulated periods.
The nature of records determines their period of retention. Important records such as insurance policies, legal contracts, licenses, personnel records and financial statements need to be retained for longer periods. Land ownership records are kept till the land is sold.
The records that are frequently referred are retained safely. Unnecessary records are disposed.
Records disposal is concerned with destruction of unnecessary records. Such records are known as dead records.
The factors to be considered in records retention and disposal are follows:
1. Legal requirements
Records management must comply with legal requirements. Various laws prescribe retention of records for stipulated periods.
2. Nature of records
The nature of records determines their period of retention. Important records such as insurance policies, legal contracts, licenses, personnel records and financial statements need to be retained for longer periods. Land ownership records are kept till the land is sold.
3. Frequency of reference
The records that are frequently referred are retained safely. Unnecessary records are disposed.
