Hi Hugh,
Not sure what kind of answers you will get from the ListServ, but as an
"old" Records Manager and Consultant a Data Map is essentially an inventory
of electronic records by record categories or business processes to enable
the retrieval of electronic records when needed.  The term data map
appeared on the scene as electronic discovery became more prominent.  Of
course, a new term was applied because this is not "records managment" :)
Useful?  yes, of course but just like the "old" records inventories they
are obsolete almost immediately, due to the movement of records.  This is
even more of an issue in the electronic world because IT departments are
constantly changing the location of electronic files to manage their "very
expensive" space. :)

I don't believe there is a standard data map template - I've worked with
several different versions over the past few years.  Data maps usually have
more metadata than the old records inventories, but then they also require
a lot more upkeep because they are a "finding" tool of electronic records
that change locations fairly often.  The old Records Inventories were
primarily a tool to help develop a records retention schedule and therefore
functioned as a snapshot in time.

The idea is great, but difficult to manage.  Those highly paid consultants
usually develop a data map when they are working on a discovery project.

Hope this provides a little insight.

Mary
Mary W. Haider, MBA, CRM
Records & Information Manager and Consultant
[log in to unmask]
865-983-1371



On Wed, Oct 3, 2012 at 11:29 AM, Hugh Smith <[log in to unmask]> wrote:

> I attended the PRISM Data Protection Conference in Chicago and there was a
> session by a company called "Digital Trust" and it was very good.  It
> discussed what happens in Electronic Discovery and how management's whole
> perspective changes the minute that notice of pending litigation occurs.
>
> The Cloud becomes about as useless as a "Sky-Hook" when they are required
> to create the Data Map.
>
> Consulting companies are making a fortune coming in to put the data files
> back into a real format that has a records retention skeleton to it.
> Proving something exists or does not exist as a valid record becomes
> impossible when the only source is the Cloud.  If you must then also store
> the tapes for the true back up then the Cloud loses a great deal of its sex
> appeal.
>
> Situations where in-house fraud occurs and the people involved in the
> fraud, who also have access to tamper with the information assets in the
> Cloud pose a real problem.  Developing a system that cannot be manipulated
> is a real problem.  The records management program is the real deal with
> dual control records management.
>
> I tried to find out exactly what a Data Map looks like and he said it is
> so different for every company and two different consultants would create
> two totally different maps.  Has anyone here tried to create one yet?
>
> Hugh Smith
> FIRELOCK Fireproof Modular Vaults
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> (610)  756-4440    Fax (610)  756-4134
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>
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