Kelly:
 
Is this a technology question, a governance question or both?  I can't answer in terms technology but on the theoretical governance and other aspects I would say the following.
 
As we all know a record is a record and regardless of how it may be categorized (organized) or classified (levels of security access applied by the company, organization, what have you) it still must be dispositioned according to the retention schedule (or, if held for some reason once the hold is removed and the retention period has expired).
 
Beyond that I believe that other rules and processes can go on around and happen to the records.  As a records manager, I may be the custodian of materials that I can not view, but by metadata, etc., or the fact that the box is on the shelf in my records center I know they exist.
 
As we can do these tasks in the paper world, I believe there are ways to architect this in the digital world.  You might not be able to view the content, but you should be able to hold it and delete/destroy it.
 
Just my conceptual view.
 
Tod Chernikoff, CRM
[log in to unmask]
www.twitter.com/tchernik 
 
PS - Have not looked at it, but IIRC all these things can happen in a DoD 5015 type RMA.

 

Date: Wed, 22 Jun 2011 13:26:18 -0400
From: [log in to unmask]
Subject: [RM] Records management vs rights management
To: [log in to unmask]
 
Hello to the listserv!
 
A debate has popped up here, so I suggested contacting the listserv population for their sage wisdom. Suppose an organization (not us...this is more of a hypothetical) puts their electronic information into a content repository. This organization has a records management module to manage the records, including the disposition of these records.

Now, say that the organization has one of those products that assigns digital management rights to the information...things like who can read, print or copy a particular record. Would those 2 different modules, working on the same record, cause problems?

Can a person still declare an item a record and classify it AND also assign rights to it? Can the record be destroyed if it has these rights assigned to it? Is it possible that the records folks can't do their jobs and put records and information on hold with these rights assigned?

Thank you very much, and if you'd prefer to contact me off-list, my contact info is below.

Kelly Hamilton, CRM
Records Analyst, Safeway
Phoenix, AZ
[log in to unmask]
623-869-3848 		 	   		  
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]