Karen,
	First and foremost, when talking archive, conversion and data mapping in SAP any and all solutions are arbitrary and related to best practice of the individual enterprise needs. When talking with the external SAP experts, don't let them be vague, have them explain in detail "HOW" it is done.  
	Does SAP have a retention capability?? In and of itself, kind of. There are ways, but if you were to put 3 people in a room you will get 19 opinions on best practice. 
	If it is possible, and there is not an official hard copy version of a permanent record, I would map the records into SAP, otherwise you will be adding additional burden to both the Enterprise and the IT department to recover the information when needed. Tapes are not a media that I would use for permanent storage. 
	Conversion to text files of records that are no longer needed and have a set retention trigger isn't a bad idea, if you have a records software it would be better to archive them through that then to apply to CD. Archival would make them searchable and would give both records management and the Enterprise better tracking and control. (Not to mention, when having to produce information for regulatory or legal reasons you can still allow destruction of all information not responsive, if on CD you would have to keep all the content) When converting to text file it would be better to capture the data in a format that can be explained and if possible as close to the final image as if you were generating the report. The most painful thing I have ever experienced is trying to explain to counsel what a flat file text document meant. Especially when the business unit that originally owned it no longer existed and/or the IT analyst supporting the application no longer works there.
	One issue I have always encountered is the capture of a dataset without the application. A dataset that isn't mapped is very hard to explain in court. Database table naming conventions do not always make sense. Unless there is a reason such as a court order or a hold, I would recommend the full retirement of both the dataset and the application. Using the text method or exporting the data into an electronic report would be better then attempting to archive a legacy database. On the other hand there are vendors and software out there that can be used to both archive the database and retrieve the information. Again, it will be important to know the function of the original database application. 
	Because of two primary factors, I would not recommend a full conversion and transfer of legacy to SAP unless it is absolutely necessary. The cost factor, conversion to SAP from a legacy system is very co$tly, and "once in SAP, always in SAP". SAP is a relational database that many think is a knowledge database. 
	One final thought, in many cases, many legacy systems have had the required information converted into paper by business units that then archive the printed version for retention. If this is the case you may need to determine what information in the legacy application and database is needed for business purpose that is not included on a paper document (if any).
	Those on this list that know me will tell you I have no opinions and that I never look at things as a maverick. >:p (be nice Bruce) but seriously Karen you have an opportunity here that some of us didn't, you are involved in the early stages of the implementation of SAP. Just remember, once it is in SAP it isn't always easy to make go away. During this time, no matter what method you ultimately decide on, make sure you have clear and detailed documentation of how you developed and implemented your solutions.


Donald J Mattson
Electronic Records Manager
CenterPoint Energy, Inc. 
713-207-7167

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]