What Is the Life Cycle of a Record?

The Life Cycle of a Record - How SharePortals Helps You Manage It

If your team shares documents daily, contracts, emails, and project notes, it’s easy to lose track of where things are, who owns them, or when they should be deleted. That’s more than just messy; it’s a compliance risk.

The life cycle of a record helps solve that. It’s the process every record goes through, from the moment it’s created to when it’s no longer needed and securely archived or deleted.

In this guide, we’ll explain what the life cycle of a record is and how managing it in SharePortals can help you stay compliant with regulations like the GDPR, improve day-to-day operations, and reduce clutter and risk.

What Is the Life Cycle of a Record?

The life cycle of a record refers to the stages a document goes through—from the moment it’s created, to when it’s no longer needed and is archived or securely destroyed.

Understanding this cycle helps teams manage records in a consistent, structured way. It ensures important documents are easy to find when needed, kept for the right amount of time, and removed when they’re no longer required, without putting your business at risk.

There are 3 stages of a records lifecycle:

1. Creation or Receipt

This initial stage involves the generation or receipt of records, such as emails, reports, or contracts. Proper classification and metadata tagging at this point facilitate easier management in subsequent stages.

2. Maintenance and Use

During this phase, records are actively used and maintained. Efficient storage, retrieval, and sharing mechanisms are essential to support business operations.

3. Disposition

The final stage involves the secure disposal or archiving of records no longer needed for active use. This step must comply with legal and regulatory requirements, ensuring sensitive information is handled appropriately.

Why Managing the Lifecycle of Records Matters

Understanding the records lifecycle is one thing; managing it well is another. When records aren’t handled properly, the consequences add up quickly: missed deadlines, duplicated work, outdated information, or worse, non-compliance with data regulations like the GDPR.

Here’s why getting the lifecycle right matters:

1. It keeps you compliant

Many regulations, including GDPR, require businesses to only hold onto personal data for as long as it’s needed, and to prove it. Without a clear records life cycle, it’s easy to keep things for too long or lose track of what you’ve stored. That opens the door to fines, reputational damage, or legal trouble.

2. It protects sensitive data

Knowing where your records are and who has access to them helps prevent leaks, misuse, or unauthorised sharing. That’s especially important for contracts, HR files, or customer communications.

3. It saves time (and headaches)

When records are named properly, stored in the right place, and tagged with the right details, your team doesn’t waste time hunting them down. That means less duplication, faster collaboration, and fewer errors.

4. It reduces unnecessary storage

Without lifecycle rules, digital clutter builds up fast. Records sit untouched for years, taking up storage space and creating confusion. Managing the lifecycle allows you to clean the house regularly and keep what really matters.

How SharePortals Supports Each Stage of the Records Lifecycle

When there are multiple touchpoints and teams involved, managing records from creation to deletion can quickly become complex. SharePortals simplifies the process by embedding the full records lifecycle into your day-to-day workflows, all within your Microsoft 365 environment.

Here’s how SharePortals supports each stage:

1. Creation or receipt

From the moment a record is created, whether it’s a sales document, customer request, or internal file, SharePortals helps you capture it in a structured way. You can:

• Create records using templates linked to specific entities (like accounts, contacts, or projects)

• Automatically apply metadata and categorisation.

• Save files directly into the relevant workspace, avoiding duplication and confusion.
  

Why it matters: Starting with structure ensures documents are easy to retrieve, track, and manage throughout their lifecycle.

2. Maintenance and use

Once a record is in use, it often moves across teams and workflows. SharePortals supports this by:

• Enabling access controls and permissions to keep information secure

• Tracking full version histories so nothing gets lost or overwritten

• Providing easy document linking across CRM records

• Allowing fast, filtered search—so your team can always find the latest version
  

Why it matters: Controlled access and a clear audit trail reduce risk, improve collaboration, and help maintain record integrity.

3. Disposition (archiving or deletion)

When a record reaches the end of its useful life, SharePortals ensures it’s handled properly:

• Retention policies can be configured per record type or workspace

• You can set workflows for scheduled review, archiving, or deletion.

• Secure deletion ensures compliance with GDPR and other regulatory frameworks.
  

Why it matters: Disposing of records in line with data protection laws helps you avoid fines, reduce storage bloat, and stay audit-ready.

Best Practices for Managing the Lifecycle of Records

Even with the right tools in place, getting the most out of your records lifecycle process comes down to having strong habits and clear structures. These best practices will help your team stay organised, reduce risk, and get more value out of your records.

1. Start with structure

Put systems in place from the moment a record is created. Use templates, tagging, and consistent naming conventions to make sure every document enters the system in a structured, searchable way.

Tip: In SharePortals, use form templates and metadata fields to automate structure and eliminate guesswork.

2. Set clear retention policies

Decide how long different types of records need to be kept, and why. Whether it’s for legal, financial, or operational reasons, having clear retention rules helps reduce clutter and meet compliance standards.

Tip: Don’t hold onto records “just in case.” Make every retention period purposeful.

3. Control access and track changes

Not everyone needs access to everything. Apply permissions based on roles or teams, and make sure version control is enabled to avoid duplication or lost edits.

Tip: In SharePortals, role-based access and version histories are built in, so you can manage this with confidence.

4. Schedule regular reviews

Set time aside to review what’s in your system. Are there outdated files taking up space? Are your retention policies being followed? Routine checks keep your data accurate and your system efficient.

5. Automate where you can

Manual processes leave room for error. Use automation to trigger reminders, flag outdated records, or archive documents that are no longer in use.

Tip: In SharePortals, you can automate retention workflows and build custom lifecycle rules into your workspace logic.

Managing The Life Cycle of a Record in SharePortals - Our Final Thoughts

Understanding what is the life cycle of a record and effectively managing them is vital for organisational efficiency and compliance. SharePortals provides a comprehensive solution to navigate these challenges, ensuring records are handled appropriately from creation to disposition.

For more information on how SharePortals can assist your organisation in managing records and ensuring compliance, book a demo today.