Active records are records that are used directly in the activities of the record creator and are retained for a specific period of time. The management of active records, meanwhile, is the process of controlling such records in an efficient, effective and systematic manner, encompassing their creation, use and maintenance, as well as their disposal.
- Vital records are records whose existence is essential to the continued operation of the record-creating organisation; they cannot be updated and are irreplaceable if damaged or lost.
- Active records are records that are accessed frequently and/or on an ongoing basis.
- Inactive records are records that are accessed less frequently.
The management of active records is carried out to ensure the availability of records in the conduct of activities, serving as a basis for performance accountability and as valid evidence.
To support the effective and efficient management of dynamic records, record creators need to produce:
- Official document management refers to the regulations governing the types, formats, preparation, security, authentication, distribution and media used in official communications.
- Archival classification is a hierarchical system for organising records generated by the performance of an organisation’s functions and duties into several categories of archival information units.
- The records retention schedule, which is drawn up in accordance with the records retention guidelines that have been established. The records retention guidelines are provisions in the form of instructions setting out the retention periods for records relating to each area of government administration; they serve as the basis for the preparation of records retention schedules in every state institution, local government body, public university, and state-owned and/or regionally-owned enterprises.
- A security and access classification system for archives, established as a basis for safeguarding the rights and obligations of both the creators of the archives and the public regarding access to the archives. As a source of information, archives must be easily accessible to the public; however, for security reasons and to protect the physical integrity of the archives, regulations must be put in place regarding the security and access to dynamic archives.
The management of dynamic records in state institutions, local government bodies, public universities, and state-owned and/or regionally-owned enterprises is carried out within a national records management system.