<Does anyone have policies and procedures in place or "works in
progress"
that you would be willing to share?>

We have an electronic records policy that basically says electronic
records will follow the same requirements for retention, FOIA, privacy,
etc. as all other media including paper.  The rest of the policy has to
do with e-mail management.  Procedures for specific formats or media
with electronic records differ, of course, based on the format or media.
For example, we have to apply retention to our object-oriented database
records in specific ways that differ from applying retention to hard
media, although determining the value of the records (grouped as series)
is the same as determining value of records on any media.

<Does your business require a certain standard disk grade for CDs
such as the medical grade?>
I'm not sure what a "medical grade" CD is.  We use the guidelines
written by Fred Byers and published by NIST (National Institute of
Standards and Technology) Care and Handling of CDs and DVDs - A Guide
for Librarians and Archivists" as well as some other references.  It can
be obtained from NIST at
http://www.itl.nist.gov/iad/894.05/digitalPhysicalMediaAndDevice.html.
We use the appropriate media for the retention value of the contents.

<Do you store CDs, DVDs or tape with your off site vendor?  If so, do
you generally store that with the paper files or do you utilize your
vendor's specialized storage areas for this media?>
Yes, but we use a different vendor for media storage than we do for
paper storage.  The media storage vendor specializes in storage of
magnetic and other electronic media.

< Do you have a standard or guideline for what may be stored on CD as
opposed to paper or on the network?>
We do not specify what records may be stored on what media.  We do
specify how various media must be stored, and what preservation
requirements must be met for long-term or permanent records.  For data
on CDs, migration is a must for long-term storage.


Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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