Well, I am not understanding this conversation thread at all.
I thought we had determined that data in a database or in a spreadsheet was
just data until a report was created from the data and such report was
would be attached to the retention period for which the report was created?
So, how can you parse sections of a database? To me, databases are in a
continual state of flux? Data changes, sometimes by the minute. I do not
see a database as being stagnant so there for needing a retention period
requirement.
Now if it is a database, that was created for a specific purpose and not
changed afterwards, then yes I can see that it could then become something
with a retention period.
Trudy M. Phillips
File Management, LLC
"Bringing Order Out of Chaos"
8440 Lanewood Circle
Leeds, AL 35094
Office: 205/699-8571 Fax: 205/699-3278
_www.filemanagement.com_ (http://www.filemanagement.com/)
In a message dated 8/6/2009 5:19:38 P.M. Central Daylight Time,
[log in to unmask] writes:
I usually find out the preference of the users or IT administrator and
it's
usually one of three things: (1) to parse sections of the db and establish
particular retention periods for each, (2) to run static reports and
consider those the (only) 'records, (3) to retain the whole database. The
last option entails locking the down the database at a certain point, e.g.
at the end of a project, and using the youngest record's creation or
modified date to begin the retention period; this is similar to the concept
of 'closing the record series' (a phrase repeated in the UK government's
ERMS requirements standard). The first option is surprisingly popular with
some IT people if the database is big, complex, with multiple IT support
people, strict capacity limits, and if different business units use
different sections of the system. The second option: it's difficult to
reach
consensus on what to capture in a report, and what is important will change
over time anyway, plus there are risks to deleting the underlying data (you
never know what will be needed in a law suit).
--
Maureen,
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