Systems Development Life Cycle Checklists - Integrating Records Management into SDLC

Sep 12, 2026

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Systems Development Life Cycle (SDLC) checklists define a structured, standardized approach for managing information system development across feasibility, planning, requirements, design, development, integration and testing, deployment and acceptance, production, and retirement. The checklist supports agencies in embedding records management (RM) needs from the earliest SDLC stages, ensuring records management review and approval points are included. It provides phase-by-phase questions to engage Records Officers and IT/CPIC program staff, and includes guidance for waterfall and other methodologies.

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Integrating RM into the SDLC

Phase 1: Concept Development

Phase 2: Requirements Document

Phase 3: Design

Phase 4: Detailed Design

Phase 5: Development

Phase 6: Integration & System Testing

Phase 7: Deployment & Acceptance

Phase 8: Production

Phase 9: Retirement & Rollover

Systems Development Life Cycle Checklists The System Development Life Cycle (SDLC) process applies to information system development projects ensuring that all functional and user requirements and agency strategic goals and objectives are met. The SDLC provides a structured and standardized process for all phases of any system development effort. These phases track the development of a system through several development stages from feasibility analysis, system planning and concept development; to acquisition and requirements definition; design; development; integration and testing; deployment and acceptance; though deployment and production; and finally to system retirement. The Records Management (RM) Profile 1 recommends that agencies embed records management requirements in the earliest stages ofthe SDLC. The following document is a checklist to assist agencies to integrate RM into the SDLC. The checklist identifies certain points in the SDLC process where the agency may propose to establish records management review and approval to ensure that sound RM practices are incorporated into the development of its proposed IT systems. While the attached SDLC diagram demonstrates these stages in a linear “waterfall”systems development methodology, the checklist can be used with other systems development methodologies as well, such as “spiral,”“parallel,”“rapid application development (RAD)” and“prototyping” by modifying the checklist to fit the phases ofthe preferred SDLC method used. The checklist provides three to five basic questions about records management and recordkeeping for each phase of the SDLC lifecycle process. The checklist questions are intended to begin a more detailed discussion with agency records managers, IT and CPIC staff, and program managers and staff that will help identify recordkeeping requirements in each phase, with a great emphasis on identifying records management requirements at the earliest stages of project planning, initiation and requirements gathering. Because individual agency SDLC processes and policies vary widely, the checklist is not designed to be used as the only checklist an agency might need, or even a “one size fits all” approach to identifying recordkeeping requirements within an individual agency’s SDLC policies. Rather, the checklist demonstrates a widely used methodology to plan and develop new IT systems that can be used asa model or template that individual agencies can revise or tailor to their own unique SDLC process, IT and systems development policies and procedures to identify their unique records management and recordkeeping requirements. For instance, some agencies use a five-step SDLC process, and others use a ten-step process, and they should revise or modify checklist to meet their specific SDLC policy and business needs. For more information please contact your agency’s records management point of contact at NARA at [http://www.archives.gov/records](http://www.archives.gov/records)mgmt/appraisal/work-group-all.html. 1 Refer to Federal Enterprise Records Management Profile, Sections 4.1.1 through 4 . 1.6; [http://www.archives.gov/records-mgmt/policy/rm-profile.html](http://www.archives.gov/records-mgmt/policy/rm-profile.html). Integrating RM into the SDLC | \# | RM Integration into the SDLC | Y, N, NA | Comments | | --- | --- | --- | --- | | | Phase 1: Concept Development | | | | 1 | Is the agency Records Officer included from the beginning in the system design process? | | | | 2 | Are records identified that support the business process? | | | | 3 | a. Do current record schedules apply to the new system?
b. Is a new record schedule required because of changes in the records? | | | | 4 | Is the agency Records Officer signature on the agency Investment Summary Proposal? | | | | | Phase 2: Requirements Document | | | | 5 | Are all records-related requirements identified and incorporated into the final CONOPS Report and Business Requirements Do

FAQs

What is the purpose of the SDLC checklist in this document?

The checklist helps agencies integrate records management requirements into each phase of the SDLC so that review and approval points support sound recordkeeping practices for IT systems.

How does the checklist recommend embedding records management requirements?

It recommends embedding RM requirements in the earliest SDLC stages, especially during project planning, initiation, and requirements gathering, then continuing through design, development, testing, deployment, production, and retirement.

How can the checklist be used with different SDLC methodologies?

The document notes that while it reflects a linear waterfall “waterfall” approach, agencies can modify the checklist to match the phases of other methodologies such as spiral, parallel, RAD, and prototyping.

Sep 12, 2026

Upload by Bintang