Wayne,
Every time when I see something like "I have a lot of stakeholders who just want to
delete the old index data and start fresh,", I try not to smile by reminding people that this is beginning of "Manifest of Communist Party".
Now, back to business:
You can use something like "Archives of Ontario Act" which states clear - no Alterations allowed.
I mean that somebody already used these files and referred to these files. If these information would be deleted, it would be difficult to know if all files "came back".
It is better to use old data and to add new information in case you will find it necessary.
Regards,
Alex Babin
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---------------------------------
Frederic J. Grevin
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212-312-3903
Vice-President, Records Management
New York City Economic Development Corporation
----- Original Message -----
From: Wayne Hoff [mailto:[log in to unmask]]
Sent: Thursday, August 30, 2012 06:20 PM
To: [log in to unmask] <[log in to unmask]>
Subject: What to do with old metadata
I'm in a bit of a bind and any feedback would be highly appreciated.
I've recently become part of a project to inventory a large set of files from a
satellite office and upload them to our records database. It turns out that
the files were being managed in the same database some years prior, but for
some reason that had ceased. It's easier to do a clean inventory than to try
to match up out-of-date index data with the current reality.
My question is - what is the best thing to do with the old index data?
Metadata is not of itself a record, but it provides an audit history of the
records during that time, which would be useful if we could cross-reference it
with the current inventory. I have a lot of stakeholders who just want to
delete the old index data and start fresh, and I haven't been able to strongly
articulate the reasons for keeping it.
Any thoughts or advice or justification for going one way over the other?
Much thanks.
Wayne Hoff, CRM
Calgary, AB
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