Hi Wayne - IMO, information for information's sake doesn't generate value. If, as John suggest, you can identify a clear value-based use for the metadata beyond "just having it, just in case", then keep it (like if that old metadata is actively used for recall and use of the info and your new index won't supplant that value, or any of the info being indexed is on legal hold, etc). Otherwise, it's likely a cost and/or risk liability in the end and you should get rid of it.
Cheers,
Julie
Sent from my iPhone
On Aug 30, 2012, at 3:20 PM, Wayne Hoff <[log in to unmask]> wrote:
> 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 to match up out-of-date index data with the current reality.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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