On Thu, Jul 23, 2015 at 8:21 AM, PeterK <[log in to unmask]> wrote:

> A number of organisations have recently contacted us to discuss the
> requirements for keeping metadata for records destroyed in such systems:
>
>    - What metadata needs to be kept?
>    - What level does this metadata need to be kept at? (i.e. file level,
>    document level etc.)
>    - How long does this metadata need to be kept for?
>
> As is often the case, the answers to these questions are likely to depend
> on the individual organisations’ business and the particular risks relevant
> to that business. In short, ‘it depends’!
>


A timely topic, as we attempt to educate our IT brethren on the "Ways of
Records Management" locally =)

From the original post (which is from an NSW RM perspective):
How long does metadata need to be kept after the records to which it
relates are destroyed?

The general retention and disposal authorities for administrative records (
GA28
<http://www.records.nsw.gov.au/recordkeeping/rules/retention-and-disposal-authorities/general-retention-and-disposal-authorities/administrative-records-ga28>)
and local government records (GA39
<http://www.records.nsw.gov.au/recordkeeping/rules/retention-and-disposal-authorities/general-retention-and-disposal-authorities/local-government-records-ga39>)
require certain metadata to be kept for 20 years after action completed:

   - ‘primary control records’, including metadata, for records that are
   not required as State archives (GA28, 12.9.3; GA39, 16.8.10)
   - records relating to the implementation of disposal decisions (GA28,
   12.11.1; GA39, 16.8.5).

Retention and disposal authorities relevant to individual organisations may
also outline specific retention requirements that apply to certain forms of
metadata.

And they're right- "it depends".

Here, where we manage primarily records on behalf of a client that are
identified as Federal Records, we are required to keep information on
disposed records for "6 years after the related records are destroyed or
transferred to NARA, whichever is applicable".  But in many cases, we have
business reasons that dictate we keep them longer.

Keeping approved disposal notices and destruction acknowledgements for
paper source records isn't a burden, nor does it pose any undue risks.
However, not being able to show WHY and WHEN you disposed of records, or
WHO approved that CAN pose risks.

Now that we are doing more in the area of managing content electronically
(primarily native digital items), we are moving into the realm of educating
users (and IT) of the requirements we must meet to comply with Contractual
obligations from our sponsoring agency/ies and NARA to isolate records and
non-records, and when something *IS* identified as a record, to apply the
correct retention period to it.

In keeping with this, as these electronic records are dispositioned, to
ensure the metadata related to them is retained, given there are no
'disposal notices'.  This metadata, including the disposition date and the
'name' of the individual approving the disposition action in the audit
trail, serve the same purpose. At present, the intent is to retain for 6
years... but we're looking into the possibility of retaining it longer.

applicable.


-- 
Larry
[log in to unmask]



*----Lawrence J. MedinaDanville, CARIM Professional since 1972*

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]