Good day all,
I'm working on RM verbiage that could be included in an RFP to cover
purchases of new software/systems. Here is what I have so far:
Management of Records and Information
York Region's Records and Information Management Policy states: "All
technologies developed or purchased by the Region to process records
(particularly records in electronic formats) must permit the accurate
capture of metadata, the protection of the authenticity and integrity of
records, the classification and application of retention periods and the
prevention of records loss due to incompatibility or insufficient
safeguards. Documented migration procedures will also be implemented to
preserve the content, context and structure of the record and the
record's metadata during any infrastructure changes (hardware, software,
and storage media) due to obsolescence, schedule upgrades or major
corporate information technology initiatives."
The Successful Proponent shall demonstrate that the completed
application and database conforms to the following:
The ability to secure the records through permissions and access
controls.
The ability to assign metadata to allow for the destruction of records
according to the retention period prescribed in the Region's Records
Retention By-law.
The ability to generate a report identifying records due for destruction
in order to secure authorization to proceed.
The ability to process the destruction of records according to the
retention period prescribed in the Region's Records Retention By-law.
The ability to flag any records as archival should the need arise.
The ability to destroy records beyond any possible reconstitution.
The creation of non-editable audit trails for each business transaction
including the identification of who performed the action, on which day
and at which time, and a description of the action performed.
In the above, "archival" refers to the permanent preservation of records
because of historical merit.
The only thing which I am toying with is to include a statement on legal
holds...something to the effect of "the ability to suspend destruction
in the event of a legal hold". Any other thoughts on this?
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Alfaro, Vladimir
Sent: Tuesday, October 04, 2011 4:01 PM
To: [log in to unmask]
Subject: Re: Charges for Invoicing
OUCH!
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Creamer, William
Sent: Tuesday, October 04, 2011 3:42 PM
To: [log in to unmask]
Subject: Re: [RM] Charges for Invoicing
If you are fine with the fees as listed Silvia Banderas then your not
managing your costs, which is likely part of your job description.
William Creamer
Records & Conflicts
WF&G LLP
NY, NY
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Banderas, Silvia
Sent: Tuesday, October 04, 2011 3:20 PM
To: [log in to unmask]
Subject: Re: [RM] Charges for Invoicing
I'm fine with that.
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