I am doing the same thing here Mike. Our approach is one of security with the information contained in portable devices (USB Memory Sticks, DVD-R, CD-R, Zip Drives, laptops, palm and blackberry type hand-helds). We are asking to inventory the items monthly to show they exist and are not lost. We are requiring lost items to be immediately reported.
We have made sure to emphasize ownership of the devices and the data contained therein.
We require a DOD level overwrite on the devices before they are taken out of inventory.

One problem is the transfer of information to another device at the user's home. How do we control that? We are going to make it clear that the data should not be used on a person's home machine but is that practical? One way we did it was to give a company computer to the individual and require the return of that machine. We inventory those annually and review them.

There are many pitfalls here but we are concerned with off site information.

Anyone else have some ideas on this? It is a slippery slope.

Raymond K. Cunningham, Jr. CRM CA
University of Illinois Foundation
Urbana IL

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Mike White
Sent: Tuesday, October 19, 2004 2:58 PM
To: [log in to unmask]
Subject: USB Memory Sticks

Hi All:

      Long Time Lurker first time participant, I have been ask to provide
input on policy development for the use of the new portable storage devise,
the USB Memory Stick. I personally see many problems not the least of which
is the C word "Control". I don't recall having seen this topic come up on
the list before so I thought that I would put out to the members for
discussion and comment. Below is the Background and Policy Objective
Information.

BACKGROUND

The memory stick digital data storage device is quickly becoming the new
standard for storage and transfer media. It is small, lightweight and has
many times the storage capacity of a 3.5 inch floppy disk.  Though the
storage capacity of a re-writable compact disk is superior, memory sticks
allow faster access and transfer, can be re-used  and therefore are  better
suited to the office environment.  Memory sticks allow the user to transfer
work related information such as presentations and data quickly from one
device to another.

POLICY OBJECTIVE

To provide direction on the acquisition and use of memory sticks by Centre
Employees.


Mike White
RIM Manager
Public Health Agency of Canada/Agence de santé publique du Canada
Centre for Surveillance Coordination/Centre de coordination de la
surveillance
130 Colonnade Rd.
Ottawa, Ontario
613-952-3080

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