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Records Management Policies and Procedures

Records management entails consistent systems throughout campus guiding how and when records are created, accessed, stored, and/or discarded. This guide includes advice on working with the University Archives, identifying records and their sources, develo

4. The Records Lifecycle


All records generally move through a series of stages called the “records lifecycle”:

Creation - Someone creates a record of activity, either for themselves or on behalf of someone else, documenting individual or institutional activity.

Active Period - The record is used with some frequency and regularity such that it is useful to have it easily accessible.

Semi-active Period -  The record is used less frequently, but must still be referenced on occasion.

Inactive Period - When a record is never referenced or used and is ready to be transferred to the archive or destroyed. The appropriate records steward works with the University Archivist to identify records with archival value.

At SJSU, the retention schedules serve as one guideline by which archival value and retention may be determined. They identify records that must be transferred to the archives, and records that must or may be destroyed once their retention period has passed. However, there are many records not identified in the retention schedule that are also of archival value and may be transferred to the University Archives.