What is a records retention schedule?
When you create a record, it goes through a lifecycle. Typically a record is
actively used for business activities for a period of time, and then less frequently. Finally, it is retained for an
additional period of time (possibly offsite) during which it is available for reference
or legal purposes. When the retention period is satisfied, it is destroyed (or
possibly transferred to an archival facility). The retention schedule makes this an orderly process. Every
record type on the schedule has a retention period assigned to it that includes the minimum
(and possibly maximum) time to keep the record. It must be kept at least for the minimum time period
because either its needed for business purposes or the law requires it. Keeping it longer than the maximum
period could put the organisation at risk legally.
A records retention (or destruction) schedule is a list of record types together with how long each type should be kept.
It may include additional information, such as location or media types (e.g., paper or electronic) and other helpful
information.
The record types are organised and structured to make finding them easy.
When the retention period for a record has expired, the record may (subject
to authorisation) be physically destroyed.
Note the retention period for a given record type may vary for different
departments or business functions.
It is important not to destroy records of types listed on the schedule before the time period listed there has expired.
If a legal stop is applied to a record, it should not be destroyed even if the time period listed has expired.
is
the barcode or RFID driven records
management (EDRMS) or file tracking system for the storage, tracking and
retrieval of original documents, files and archive boxes, and with the PaperChase
Imaging option
scanned documents may also be stored, retrieved and displayed on screen.
Alliance PaperChase is
Intranet and Internet compatible.
Using barcode or RFID (Radio Frequency IDentification or "Smart
Labels") technology, Alliance PaperChase is designed to identify and track
any item such as client
files, incoming mail, internal documents, forms, drawings and archived material.
Each file, box and shelf location has a barcode attached and files are
tracked within the system using barcode scanners.
Typically all employees could have a view-only version of PaperChase
(allowing enquiries and File ordering) whilst Records Management department
users would have a full version (allowing File creation, movement, boxing ,
archiving etc.).
Users can request delivery of Files (from on-site or 3rd party storage) for
delivery to their desks.
Alliance specialise in Document
Imaging for Windows, Records Management, Document Management, Imaging for
Windows XP, file-tracking, document scanning solutions, RFID smart labels,
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services, Barcode Scanning solutions, ISO 15489, Wang Imaging, Kodak
Imaging-for-Windows, TIF, TIFF, Kodak Scanning and Imaging Solutions, File
Tracking system, Archiving, Kodak Imaging-for-Windows Professional, EDRM, RFID
printers, Records-Management system, Imaging windows, electronic records,
document tracking, drawing and blueprint tracking, record tracking, asset
tracking.
If you require a record management or record keeping system, consult the records management experts - Alliance for records
management, document management, file tracking and imaging.
If you require a document imaging or document scanning system, consult the imaging experts - Alliance for
document imaging, document scanners & records management.
If you require a document management system, consult the document management experts - Alliance for document
management & records management and document imaging.
Records Management system, Document Management software, EDRMS document scanning
solutions, barcode, RFiD, file tracking, EDRMS, records management.
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