retention [English]

Syndetic Relationships

InterPARES Definition

n. ~ 1. The act of keeping something by preventing its disposal or alteration. – 2. Maintaining records for period of time until their authorized disposition by destruction or transfer.

General Notes

Retention is often defined as the preservation of records for a period of time, based on the records' ability to provide useful information or to document legal compliance. When that period expires, records are often transferred to an archives or sometimes to another entity. In this context, preservation refers primarily to efforts to protect records from premature destruction because of their value or relevance to litigation or investigation.

Other Definitions

  • ARMA Glossary 2016 (†899 ): The final action taken per the retention schedule, concluding with destruction, transfer, or permanent preservation. . . . [Retention is described as a responsibility of the organization to] maintain its information assets for an appropriate time, taking into account their legal, regulatory, fiscal, operational, and historical requirements.
  • IP2 Glossary (†386 s.v. "retention schedule"): n., A document providing description of records series and/or classes and specifying their authorized dispositions.
  • OED Web 2018 (†401 s.v. retention): 3. a. The action of holding something fast or keeping something fixed in a place or position; the fact or property of being kept, or remaining, in place. 4. a. The action or fact of keeping something in one's own hands or under one's own control; continued possession of something.

Citations

  • Cohen 2013A (†273 ): I actually think you should consider lifecycles for data rather than just [document retention and disposition] (†234)
  • International Records Management Trust 2009 (†572 s.v. retention): The function of preserving and maintaining records for continuing use. Records may be retained in the system of origin, or transferred to a separate repository such as an offline system, records centre or archival institution. (†1030)
  • McDonald and Lévillé 2014 (†519 ): While the objectives, communities and audiences of big data and open data initiatives may vary to some degree, they share one common and very important characteristic that is fundamental to understanding how the issues of retention and disposition should be approached: they are based on some form of business or work process. (†822)
  • Reitz 2004 (†763 ): Holding or keeping materials in possession, usually in a desired state or condition, as opposed to disposing of them. In archives, the retention period for documents is usually indicated in the disposition schedule. Academic and research libraries generally purchase materials with the intention of retaining them indefinitely; public libraries weed on the basis of usage and condition. Long-term retention of library materials may require preservation measures, such as reformatting. (†2653)