<Were it me, to try to keep it simple, I'd probably mark the retention
as the lifetime of the system>

Which is what the State of Virginia did, but my network engineer pointed
out that sometimes our system outlasts the software we have on it.  (Not
always, but sometimes.)  She believe it is better to base the retention
on the software license (and key) useage and records value and not link
it to the system.  As to documents created under old software - that's
where the migration issue comes into play.  If you do not migrate
documents to new software or new versions, you will find yourself
eventually unable to open the documents at all.  This is one of the
major issues attempting to be addressed in electronic records
preservation circles.

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
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