Create: When initially generating your business document , ensure it's in the optimal format, considering factors like accuracy, validity, and reliability.

Use & Maintenance: Accurate record-keeping ensures ongoing accessibility. Information should be clear, with technical terms explained, ensuring consistent understanding.

Storage:  Accessibility is crucial for records; without proper storage, they lose their purpose. Organising records in a well-structured filing system ensures they're always locatable and usable when needed.

Destruction / Archive: Records need to be disposed of properly to avoid future problems, either by transferring them to archive storage, or destroying them.