-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Norman Owens
Sent: Monday, October 31, 2005 10:01 AM
To: [log in to unmask]
Subject: Re: Will we keep email (and everything else) forever one day?


I second Bill comments.

An essential paradigm shift that is occuring in IT is a realization that
not
all information is valuable and over time: a greater and greater segment
of
information will become a liability rather than a corporate asset as
time
passes.  Part of the IT realization is driven by the high costs of legal
discovery and Bernadette's hypothesis removes that.

Another way to think of the information store and the information
segments
is to ask an investment question: Do I expect to be able to make money
with
this in the future?  And the corrollary, Is it possible that I will lose
money with this in the future?

The decision calculus on "to save or not to save" for the segments that
have
a "Yes" and a "Yes" answer is ambiguous.  But for the "No" and "Yes"
segments the decision is easy: Get rid of it.

This may always seem short-sighted because information will have
different
values later and what is worthless now may be valuable later.  Or
litigation
threats may fade.  But, presumably, we're all comfortable with the
concept
of "the best decision at the time".


Roach, Bill J. writes:

>>>"We will seek to change the statutory requirement for mandatory
> destruction of records and substitute a more flexible and less
> labor-intensive approach to meeting agency needs to keep some records
> longer than their NARA-approved disposition authorities (retention
> schedules) specify."<<
>
> The approach that NARA is taking is fine for an organization that is
> insulated by sovereign immunity.  It is a real problem for
organizations
> that are not.
>
> It appears from the discussions that have taken place on the list for
> the past several days that many have forgotten some of the key
> requirements and reasons for a records retention program; Disposition
in
> the regular course of business and the impact of old, open for
> interpretation, records.  Have we forgotten about directed verdicts
and
> adverse inference?   Piper Aircraft and their claim for having a
> retention program?  How about the asbestos, silicone breast implants,
or
> Chevy truck gas tanks?  Maybe the following will be helpful:
> http://library.findlaw.com/1993/Jan/1/129313.html
>
> Especially in today's environment of short notes rather than well
> thought out statements, retaining everything forever is a very
dangerous
> standard.  I challenge any organization to critically look at your
> records and say that they would not be damaging if someone was to use
> them 20, 30 or even 50 years from today.  A big part of our function
is
> to insure our organizations are protected from liability from old,
> incomplete, and cryptic records.
>
> Flexible retention guidelines and permanent retention "just because we
> can" may be palatable to the feds, but not to anyone else.
>
> Bill R
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

-----------------------------------------
CONFIDENTIALITY NOTE: This communication and any attachments included
herein contain information that belongs to POPULAR, INC., its
subsidiaries and/or affiliates, that may be confidential, legally
privileged and/or a trade secret. Its unauthorized disclosure, copying
or distribution is strictly prohibited. If you have received this
communication in error please delete or destroy it and notify the
sender immediately. Neither POPULAR, INC. nor its subsidiaries or
affiliates will be liable for any damages resulting from any
modification or falsification of an e-mail that is originated by us.
Moreover, although precautions have been taken to ensure that the data
included herein is free from viruses or other malicious content, we
cannot assure that such is indeed the case and disclaim any
responsibility attributable thereto.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance