Gordy,
Would you be able to save some metadata and dump the rest to prove destruction was reasonable and customary? Record category, date, date destroyed, etc.?
Daniel J. Beard, CRM, ERMM
Cadence Group
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of David T. Macknet
Sent: Thursday, July 26, 2012 7:14 PM
To: [log in to unmask]
Subject: Re: Retaining metadata of disposed records
Gordy,
Sounds reasonable. It also sounds reasonable that the audit metadata
could be used to prove that certain people had accessed or modified a
document (or done neither), which in and of itself could expose the company
to legal risk, depending upon the particular legal case at hand. The
audit metadata could also be used to expand electronic discovery to the
computers of those individuals listed in the metadata, in the hopes that
some additional information had been retained (if they, as so many do, had
kept their own copy of the document).
Sounds like the argument would be to treat the metadata as a record of
some sort, and deal with it according to some retention schedule.
-D
David T. Macknet
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On Thu 26/07/12 4:04 PM , "Gordy Hoke" [log in to unmask] sent:
Going over the elucidating conversation from earlier this month about
whether to keep metadata after the records are rightfully disposed, I had a
thought worth considering. Disclaimer: I am not an attorney, and I
certainly don't claim any legal expertise. But I do think about these
things:
If retained metadata contains an audit trail of the people that retrieved
particular records, it is possible that an opposing attorney could subpoena
a reader of the record to testify from memory what was in the disposed
record. In that case, the content of the record would not really be
gone...it would just be transferred to a less authoritative format. That
sounds risky to me, and a good motivator to, at least, delete audit trail
metadata when a record is disposed.
What do you think? Am I missing something?
Gordy
Gordon E.J. Hoke, CRM
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Gordon E.J. Hoke, CRM
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