I agree with you that records located on backup media are not (or
shouldn't be) the official record and the 'storage location' for the
official record wouldn't note the backup media.  What I was attempting
to highlight is that this media is a 'storage location' for copies of
those records. The records schedule should reflect the existence of
these locations in addition to where the official record resides.

I guess some may not see this as a part of their records schedule but
I have found this will greatly increase an organizations ability to
reconcile the records for destruction.

Simplistic Example: Official record A is stored in X location for 6 years.
Copy of record A is stored on backup media for 7 years. < oops!

Robert





On 8/15/07, Nolene Sherman <[log in to unmask]> wrote:
>
> I would think that because of the nature of how and why backup tapes are
> made (and you indicated these issues about unrelated content on the same
> tape), that the backup would NOT be a storage location. Wouldn't the
> location of the data be in it's native environment ... On servers or in
> databases and the like. Backups are just backups or maybe "convenience"
> copies, certainly not the official copy of any given record.
>
> We have probably 180 active litigation cases at any given time -- all
> the time. If we have to hold backup tapes for litigation, we'd never be
> able to destroy them as there will always be some piece of data on some
> tape for some active litigation. Plus it may contain copies of records
> we have deemed permanent.
>
> Right now our IT keeps backups for a rather long time - at least 5 years
> -- but mostly because we don't have any sort of ECM system. But there
> are rumblings about them shortening the time. I understand that backups
> probably have to be named as an ESI location per the FRCP, but if we are
> going to have to keep them for the duration of every hold ... We're in
> trouble!
>
>
> Nolene Sherman | Director of Records Management | Standard Pacific Homes
> | 949-727-9360 | FAX 949-789-3379 | [log in to unmask]
>
> -----Original Message-----
> Subject: Re: [RM] Backup Tapes as a Records Series - Question from a
> Newbie
>
> Carolyn,
>
> My thoughts...I have a different view on backup tapes. (I'd be curious
> to hear form others). I view backup media as the ESI storage location,
> similar to a box, room, or building associated with paper records.
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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>


-- 
Robert Kleppen
Big Imperative - Consultant
PH:206-979-3365
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