The functions of records maintenance include the following essential components:

.Organizing and filing records

.Identifying which records to retain, and for how long

Organizing Current Records

Current records should be arranged and filed for efficient retrieval and handling. Deciding how to file records need not be complicated; it begins with a careful look at the records currently in use. Are they already filed in a way that allows for quick access? Is the current system logical, consistent, and reasonably convenient? Could a newcomer interpret and understand it? If so, there is probably no need to change the system. An existing system that works well for the organization should be left in place. On the other hand, if the existing system is cumbersome, idiosyncratic, or even non-existent, then the records require some type of orderly filing system.

The first step in setting up a new arrangement for current office records is to focus on the daily operational needs of the organization. There are three primary methods of filing organizational records:

.Department or function

.Subject or topic

.Chronology

An organization might choose one of these methods of arrangement or, more likely, combine two or all three methods.

.Department or function

Filing records by department or function is usually the most successful method of arrangement. It has the advantage of clearly demonstrating the activities, functions, and structure of the organization that created the records and is the preferred arrangement for archival records. This method brings together all records documenting a specific activity within the organization. For example, board of directors, committees, publicity department, and financial records are some of the headings under which records might be filed.

.Subject or topic

An organization with a less formal structure might file its records under topic headings which reflect the work of the group. Headings such as "Immigration," "Voting", and "Education" are examples. This arrangement poses problems as topics begin to overlap or intersect, or as the list of topics becomes unwieldy. However, if the topics are limited in number, clearly defined, and distinct from one another, this is a successful system.

.Chronology

A small, very narrowly focused organization can file its records in simple chronological order. This method does not work well for a large, diversified, far-reaching organization. It is, however, adequate to meet the needs of a group that deals primarily with a single issue, topic, or project, and whose records are not voluminous.

Many organizations combine these three methods of file arrangement. A majority of records are filed according to the department that produced them, and subdivided by topic, subject, or chronology.

Identifying Records for Retention

Making decisions about the disposition of file drawers or boxes full of records, however well organized they may be, at first seems like an overwhelming task. Fortunately, most records fall into major categories which are consistent from one organization to the next. Standard guidelines, known as record retention schedules, contain recommendations on scheduling many types of records for retention or disposal. Retention schedules generally include a list of record types with a recommendation for how long to retain the record before it is discarded, destroyed, or transferred to the archives. Retention schedules, in varying degrees of thoroughness and detail, are available in a number of records management publications. Of course, while published schedules are helpful, the guidelines are general and cannot address every organizational need.

Therefore, in addition using published retention schedules, organizations must evaluate their records and determine retention periods based on the life cycle of the records. The life cycle of a record has three stages:

.Stage 1: Active Use. The record is currently in use and/or is referred to frequently.

.Stage 2: Semi-Active Use. The record is not in current use but is still referred to on occasion.

Records in Stages 1 and 2 are retained and stored for as long as they are useful to the organization, whether that be for six months or ten years. Very few records, if any, are actually in active or semi-active use after ten years. Records no longer in use are in the final stage of the life cycle, Stage 3.

.Stage 3: Disposition. The record is no longer in current use. It is rarely or never needed for reference. It is no longer needed for legal or financial purposes.

Most records in Stage 3 are destroyed or discarded. However, some records have continuing historical value and are retained for the archives.

Deciding which records have historical value is more an art than a science. Standardized lists of archival records, such as the one in Appendix A, while helpful in aiding decision-making, are never the final authority in determining the permanent value of records. Records illustrating the purpose, activities, and core values of an organization are archival records and should be preserved.

Generally, only a fraction of the organization's records have lasting historical value. It is important to avoid preserving merely the organization's highlights and memorabilia, such as awards, plaques, and positive publicity. These mementos do have sentimental value and should be retained in the archives; they are useful in exhibits and publicity efforts, for they illustrate the organization's history.

However, the real substance of the organizational archives is found in those records that demonstrate the goals, decisions, programs, and policies of the organization. Records with archival value answer these important questions:

.Why and how was the organization formed?

.What were the organization's priorities?

.How and why did the group's focus change over time?

.Who provided guidance and leadership within the organization?

.What role did the organization play within the community?

.What impact has the organization made?