Doug Allen wrote:
"I've felt for a very long time that we can consolidate our "buckets"
for
retention, but that limiting those buckets artificially to a very small
number is NOT apt to work for today's complex organizations. While big
buckets makes for great conversation...... we must recognize that
regulations that we face at federal and state levels are quite granular
in nature, and often don't allow those in highly regulated industries to
focus on a highly limited set of buckets."
I think that we need to understand the purpose(s) of the buckets. A
very small number of buckets may make excellent sense from a retention
perspective (e.g., keep all the "regulated stuff" for the maximum
requirement dictated by regulators).
However, if we're categorizing ("bucketing") things to improve their
findability in the future, a small number of groupings isn't very
helpful.
I think that Jesse's point is that we can use metadata to achieve
multiple purposes, while maintaining only as many categories as are
needed to achieve the specific purpose. In the physical asset world, we
had to combine those multiple purposes; in the electronic world, they
can be decoupled.
So, a particular digital asset (e.g., document) might be simultaneously
categorized as "regulated stuff", "Bill's Correspondence - 2008", and
"RIM Philosophy" in its metadata. For retention purposes, you might
only have 3 buckets, where "regulated stuff" was one of them. When
applying retention, you'd use only the "regulated stuff" portion of the
metadata. But, you'd use the other pieces of metadata to help with
findability.
Anyway, that's what I'm thinking this afternoon!
Pilar C. McAdam, CRM
Director of Legal Information Systems
Sheppard Mullin Richter & Hampton LLC
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