On Tue, 5 Aug 2008 12:46:15 -0700, WALLIS Dwight D
<[log in to unmask]> wrote:

Thank you for all the interesting questions,   

>Kimo, who will ensure document integrity and preservation in this
>scenario? Google? 

Google, the the SOTF staff (a government entity) has the documents locally
too no permission was given to allow them to delete the local copies.  
While Google may change - considering the atrocious state of electronic
records management in government today - using this FREE and Immediate
solution is certainly appealing.

Are all of the documents truly permanent, based on
>their content/function? 
Who cares, storage is cheap.  Also what about the staff time to index and
sort through what should be kept or not and then later incremental
destruction.  Just like gmail - you never delete.  Some estimates are that
90% of business occurs over email today.

How will you handle disposition? 
Solve at a later date - when their are automated solutions.

What assurance
>do you have that the Google function you refer to will survive 100
>years, or even the technology associated with it? 
None - but this is a free and immediate solution good for at least ten years
which is longer than the 90 day (clean mailbox) or even two (State min
retention) or five year (DVD dies) currently

Who will handle
>migration, approximately every 10-20 years? 
Solve it then - their will be automated solutions.

Do you have a formal
>agreement with Google to meet public records obligations? 
None - this allows the Public to get the records directly.  SOTF staff can
also still access the digital copies for many years locally or go online
themselves if history needed.

Whose
>responsibility is it to meet public records obligations? 
See previous

If Google is
>the sole holder of the information without any formal agreement, have
>you alienated the records from appropriate and responsible public
>records keepers? 
No

What volume do you expect, and is full text indexing
>sufficient? 
Google groups have much higher volume than this would generate and Full Text
searching is a major improvement over what is provided today.

What about metadata - are you meeting any kind of standard
>(such as Dublin Core)?
Native formatw/metadata is included with PDF/A version but deal with this
with automated fashion for next format refresh in 10 or so years.  Either
SOTF staff or Google will handle address at that time.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]