Snip from Bruce White

> What seems to be forgotten is what happens 10 to 20 years from now when
> the records can't be accessed because the format or technology is no
> longer supported.  I've read (and been involved in) horror stories 
> where
> this happens.  It's now someone else's problem.  Someone ends up
> cleaning up the mess (and it's not the individual(s) who sold the
> solution.)  Would be nice to have some standards that will pass the 
> test
> of time.

A saw a perfect case in point today and probably once a week somewhere 
in the country.  Records Centers and Vaults filled with 11" and 8" 
reels as well as other obsolete media.  If you ask can they read it, 
they say "Of course not."  But you ask "Why are you keeping it?" and 
the answer is "No one will allow us to destroy the tapes."

To me these are ticking time bombs.  This is a role RM should be 
involved in as SOX speaks specifically to spoliation and holding 
something you can read identifies a problem for any auditor.  I talked 
with one today, who stated that if an auditor see the records he has 
the belief that you have the technology to read it.  It is comparable 
to keeping the shredded paper documents in the vaults because you still 
want to hold onto the paper.

If we are to convert to a media storage format as some say, then we 
must find a way to manage the retention schedule of destruction.  It is 
simply not occurring in the media side as it has on the paper side. One 
auditor described the retention schedule for email as in perpetuity.  
How can that be?  The IT side needs direction here.


Hugh Smith
FIRELOCK Fireproof Modular Vaults
[log in to unmask]
(610)  756-4440    Fax (610)  756-4134
WWW.FIRELOCK.COM

This message (including any attachments) is confidential and may be 
privileged. If you have received it by mistake please notify the
sender by return e-mail and delete this message from your system. Any 
unauthorized use or dissemination of this message in whole or in part 
is
strictly prohibited. Please note that e-mails are susceptible to 
change. Banc Tecnic Inc. dba FIRELOCK shall not be liable for the 
improper or incomplete transmission of the information contained in 
this communication nor for any delay in its receipt or damage to your 
system. FIRELOCK does not guarantee that the integrity of this 
communication has been maintained nor that this communication is free 
of viruses, interceptions or interference.

On Oct 5, 2006, at 12:01 AM, RECMGMT-L automatic digest system wrote:

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance