At previous employers, just as I conducted due diligence inspections of
places where our physical records were stored, I toured proposed ESI storage
locations - along with IT - to perform similar due diligence when they were
considering changes.
Tod Chernikoff, CRM
Silver Spring, MD
----- Original Message -----
From: "Larry Medina" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Wednesday, December 12, 2007 11:57
Subject: Re: [RM] ESI Policy
>I have a follow-on question regarding policy related to managing ESI.
>
> Seeing as this term (ESI) was made "popular" in the changes to the FRCP
> last
> December and there has been a lot of publicity given to the need to
> properly
> manage it, I'm curious about how organizations are accomplishing this.
>
> In many cases, ESI is stored by organizations in a combination of
> locations; it could be on local desktops, on departmental servers, in
> institutional repositories, throughout Nationwide (or even Multinational)
> distribution to servers.
>
> But in almost all instances, because of the need to store this information
> for extended periods of time (depending on the content), at least one copy
> is stored with a third party SOMEWHERE. This could be with a commercial
> storage firm, or a legal firm, or anyone you entrust to properly manage
> your
> information on your behalf for the specified retention period.
>
> What I'm most curious about, is what language is in your contract with
> this
> third party to ensure they are properly protecting your (ESI) information
> assets?
>
> Are they told to store in in compliance with NFPA 232, or NFPA 75?
>
> Are the facilities where the ESI is stored inspected by registered fire
> protection engineers?
>
> Do you perform due diligence inspections to determine what adjacent
> businesses do? (do they store flammables, explosive gases, are they open
> late hours, etc)
>
> Are your ESI assets stored independent of those belonging to others, or
> are
> they stored on common servers, commingled with those of others?
>
> Aside from the last item above, I think most RMs ensure where their
> physical
> assets are stored by third parties, you inspect for these practices... but
> do you do the same for your ESI?
>
> Larry
>
> --
> Larry Medina
> Danville, CA
> RIM Professional since 1972
>
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