On Fri, Jan 3, 2014 at 3:17 PM, Maureen Cusack <[log in to unmask]>wrote:

> This is a good discussion. The main question seems to be "is it better to
> insert 'office of record' into the retention schedule or not?"
>


Well, yeah, that's where the discussion went. =)

Okay, so how many here remember the concept of a RIDS?  (show of virtual
hands please)

If you ever did or had to do RIDS, items you captured included "Office of
Origin" and "Other Locations That Maintain Copies".  The intended purpose
was to establish who was required to maintain the "original" for the
established retention period, and to identify other sources of the
information, in the event the original was out of the file.

Yeah, when you took your first cut at an inventory and were assessing the
overall scope of a program, this (sort of) made sense... helped understand
workflow, relationships between departments in an organization, etc.  But
as time went along and organizations went away from "organizational"
schedules and embraced the logic behind "functional" schedules, this became
less and less important.... and as the generation of electronic forms of
content grew, this became even less important.

But now there is a sort or resurgence of this... and as an example, I'll
point to the ESI Data Map.  When you're putting one of these together, you
identify the principal, secondary (mirrored or replicated datasets) and
other sources (backup tapes, archival copies, etc) of information... to
ensure if the primary source (original) isn't available, any other
potential sources can be searched.

And it's a shame this has to happen, because *IF* an EDRMS was used
properly, the primary/only 'copy' would be stored in the EDRMS, assigned a
retention period, populated with scads of metadata, and anyone in the
organization that needed it for reference could go to the one and only
source and find the irrefutable copy... and view it... AND if they had
permissions, print and or otherwise use it.  The only other copy would be
the backup, to be used to repopulate the primary repository, in the event
of a catastrophic loss.  And sure... that's a simplistic view, because many
organizations DO maintain replicated and mirrored datasets to eliminate any
down time in the event of power outages or to have continual access while
backups are being generated, but I digress.

So I think where Bill was coming from was his familiarity with the concept
of RIDS, which did require "Office of Record" and other types of data that
were once considered essential during an inventory, but now may exist in
metadata and elsewhere and not appear in an RRS.... at least with
electronic content... but there is still a lot of that pesky paper around,
especially in Federal, State and other Public settings.

Larry
[log in to unmask]

-- 


*Lawrence J. Medina Danville, CARIM Professional since 1972(backup tapes *

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