Snips from Patrick

> Date:    Tue, 9 Jan 2007 08:19:32 -0800
> From:    Patrick Cunningham <[log in to unmask]>
> Subject: Re: tape back up question
>
> --- Linda Buss <[log in to unmask]> wrote:
>
>> When backing up server data, is there a way (or software application)
>> to
>> segregate the information according to a records retention schedule?
>
> Well, the first part of this answer is that you need to be very
> specific in defining things for IT.
>
> A Backup is created for business continuity or disaster recovery
> purposes. PERIOD. The Backup should have an extremely limited
> maintenance period (I'm deliberately not saying "retention"). The
> backup contains whatever information on the server is needed for
> restoration of the company's systems and data in the event of the loss
> of the facility or the server. That's it. A Backup is not intended to
> be used as long term storage of data.
>
I agree with everything Patrick says, it is a very accurate summation,
with the exception of:
> But what you should not be worried about are Backups. Be very precise
> about that.

I would phrase this differently when you talk to IT or better yet  
when you talk to the CFO.

  1) You should be worried that they create back ups.  Your job  
depends on those
surviving for the continuity  of the organization.
  2) Telling IT you don't care about backups is like IT telling you  
they don't care about
protecting records.

It is just a semantics issue. You care about the backups but that is  
not your job.
They need to turn the information on those disks or tapes or  
cartridges over to you
so you can turn them into records with retention schedule and  
classifications. There
are software packages and even vendors that can do that conversion  
for you much
like evaulting is done for you.

The problem in the IT Industry right now is without a system to  
overlay the Classification
and the accurate inventory of where it resides and specific details  
of the format it is in,
they cannot comply with the new Federal Rules and this is huge for  
Records Management.
A special disk from the disk to disk will come to you and you will  
reinterpret them so it is in
a format the lawyers can use.



> Backups generally cannot be created in a manner that allows
> you to assign proper retention periods. The point of backups is to
> readily restore needed information in the aftermath of a disaster.
> Don't let scope creep enter into that process. And don't let anyone
> tell you that Backups need to be retained as records. They are not
> designed to serve as recordkeeping systems -- they are designed to
> quickly preserve and restore business critical information.

> Patrick Cunningham, CRM

IT does what they do best and with the insertion of a little  
technology, you do what you do best.
I have heard it described as the Shotgun Wedding of IT and RM.

Or as the old joke went:

"Well shoot Jake!  That's the third bunch of sheep we passed, can't  
we just pick one?"
"Luke, you nearsighted fool!   You want a pretty one, don't cha!"

Now I gone and done it!  I have offended Chris Flynn and the non- 
citified folks up there in IDeeeHO.



Hugh Smith
FIRELOCK Fireproof Modular Vaults
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