Manage the content, not the media. No, it does not make sense to retain media for 4 years if the content is inaccessible after only two years. The content must have a longer "shelf life" than the media. Content must be migrated from media to media until the end life of the content.
I think the key is "manage the content, not the media." Email and fax are delivery methods, they are media. Take the position of managing the content, and work from there.
I do not understand why Summation data and images in pdf "obviously have different retention issues." This is an example of trying to manage media (Summation data and mages in pdf.) The manner/method by which records are stored is not relevant to retention, the content is the relevant issue.
Richard
Morris James LLP
Richard B. Loringer
Records Manager
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Leslie D Saravia
Sent: Monday, August 10, 2009 10:37 AM
To: [log in to unmask]
Subject: Re: Flash Drives, DVD, Blue Ray & HDD
I'd be interested in the same. We've been looking at policies/procedures
for retention of these types of media. Of course, the retention seems so
tricky on these due to the relative short "shelf life" of the media. One
other issue we have to think about is longevity of the software - ie, does
it make sense to retain a hard drive for 4 years if the data on that drive
can not be accessed beyond 2 years? Or do we need to convert the data on
that drive at 2 years so that it can be retained for 4? We may have 2
harddrives, one with data in Summation, the other with images in .pdf
format. These two would obviously have different retention issues. So
how do we address the specific product issues AND create a uniform
policy/procedural guide for electronic media? This is an issue we are
just beginning to touch on...so I'd be interested in any and all
information the group has on this.
______________________________________________________________________
Leslie D. Saravia • Records & Docket Manager
JONES DAY • 2727 N. Harwood • Dallas, Texas • 75201
DIRECT: 214.969.3613 • FAX: 214.969.5100 • EMAIL: [log in to unmask]
"Mary R. Ott" <[log in to unmask]>
Sent by: Records Management Program <[log in to unmask]>
08/10/2009 08:24 AM
Please respond to
Records Management Program <[log in to unmask]>
To
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Subject
Flash Drives, DVD, Blue Ray & HDD
Good Morning --
I've been asked to find out if anyone on the listserv knows of any
standards for flash drives, DVD, Blue Ray & HDD that addresses long-term
storage of records (archival standards)?
Thanks in advance for any/all responses.
Mary R. Ott, Records Information Management Specialist
Secretary of State - Record Management Division
440 South 8th Street, Suite #210
Phone: (402) 471-4184 Fax: (402) 471-2406
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