Well Steve,
For starters, the retention or destruction of recorded information has
never been based on " anything that hasn't been touched/accessed in 12-24
months".  Access does not establish the value/retention of information.
If, in fact, you know that all "records" have been separated and stored in
an appropriate manner and this batch of stuff is totally superfluous as
duplicates then you should destroy it regardless of the access.   I've
never seen a collection that has been proven to be nothing but duplicates
or "non-record" so I think your first step is cull out the "records".
Identify the records and the required retention and implement your
destruction based on that analysis.

Mary

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

On Thu, Feb 9, 2017 at 3:38 PM, Petersen, Steve <
[log in to unmask]> wrote:

> Happy Thursday, February 09, 2017
> I'm sure the answer to this is another of Larry's "It depends" situations
> but here goes.
>
> I've been asked to be part of a cost savings effort through the IT branch
> of my employer, one part of which is a deduction in the amount of storage
> on our NAS.  The storage approx. 2.2 PD of space and IT's original proposal
> was to run a basic crawl that identifies anything that hasn't been
> touched/accessed in 12-24 months and destroy it.  We've come on board and
> said there needs to be additional criteria developed/included while
> understanding that there is a large percentage of the volume that is ROT.
> We're involving the compliance, risk and legal departments in defining the
> additional criteria and think we've come up with a pretty good POC effort.
>
> I'm being asked if anyone else has gone through the same type of effort,
> was there some type of standardized criteria used for the crawl, how
> successful was the effort and is there any industry benchmarking that can
> be pointed to for Senior management.
>
> We've told the project group that the company risk profile will go a long
> way toward success and we will be pulling the purged data into a temporary
> site for a limited period of time in case of problems/repercussions, before
> final destruction( probably 30-60 days).
>
> We're in the financial services industry and really appreciate any input
> the list can provide
>
> Thanks
>
>
> Steve Petersen, CRM | Records Manager, Records & Information Management
> o: 319-355-5837 |
> e: :[log in to unmask]<mailto:[log in to unmask]>|
> w: www.transamerica.com<http://www.transamerica.com>
>
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