Establishment of the Records Process
The records process may be established in the Configuration Management Plan (CMP). It will be outlined in its own section. A separate management plan for records that is cross-referenced with the CMP is also an acceptable approach.
The process will be the methodology and approach for managing records as well as describing the selected management system. Configuration management, especially configuration control of records will be fully detailed in the section of the CMP.
Records Process Methodology
Records will be broken into the following general categories:
- Required by law
- As determined by the business need
Records will be housed in a library with appropriate nomenclature affixed to them. They will be uniquely identified depending on the type of record and/or requirement that they must be adhered to. A records officer should be assigned to manage the entire process including being knowledgeable on how to uniquely assign record identifiers.
Records are to be placed under some form of configuration control. Configuration control, which is part of configuration management, is the act of properly maintaining records throughout their lifecycle.
Figure 1: Configuration Control is part of Configuration Management.
Requirements to record management are:
- Preserve security, reliability and authenticity of information for long-term use
- Ensure comprehensive archiving
- Disposition in accordance with defined retention schedules
There are three types of retention for records:
- Permanent (NASA Item 101)
- Item 101: Permanent records are those that are essential for understanding the project’s life cycle. These records are never to be destroyed.
- Long-term temporary (up to 30 years) (NASA Item 103)
- Item 103: These records are not required but have operational value to a project throughout its lifecycle. These records are to be retained for 5 to 30 years.
- Short-term temporary (up to 15 years) (NASA Item 105)
- Item 105: These records are non-essential for the operations of a project. These records are to be retained for 2 to 15 years.
It is up to you: Review what you have learned completing the boxes below.
Records Life Cycle
There are three stages in the Records Life Cycle: Creation, Maintenance and Use, and Disposition. Below you can see how these stages work:
Figure 2: Stages in records life cycle.
Now, watch the presentation to see examples of the three stages.