On Jan 29, 2014, at 12:00 AM, RECMGMT-L automatic digest system <[log in to unmask]> wrote:
> From: Larry Medina <[log in to unmask]>
> Subject: WAS Re:Control of the records collection survey NOW RIMdrip: Access acquires Archive Management Services
> Date: January 28, 2014 at 10:33:51 AM EST
>
>
> Last week, Hugh asked:
>
>
> On Tue, Jan 21, 2014 at 7:19 AM, Hugh Smith <[log in to unmask]> wrote:
>
>> Here is a survey for you.......... Peter could do it as a Zoomerang or some
>> more efficient study but here are the questions:
>>
>> Do you have the authority from management to place in your contracts the
>> ability to limit the movement of records from one vendor to another?
>>
>> Does your contract state that the sale of your records storage vendor
>> voids the current contract?
>>
>> Do you have a clause in your contract that controls where your records are
>> stored?
>>
>> One RM found that the corporate records were spread over 4
>> different states in the Northeast (and six different storage facilities)
>> and any audit required that multiple sites be visited to verify the records
>> existence.
>>
>> If you have a requirement to be in climate controlled storage and
>> the new vendor does not offer it; or, is full and has no room for your
>> records, what happens?
>>
>> If your media is to be stored in a Class 125 Media Vault and the
>> new contractor has no such vault, can you remove your media?
>>
>>
> This week, another announcement of an independent storage provider being
> acquired by a larger firm, and in the announcement they clearly state they
> are intending to move holdings:
I was shocked that no one even wanted to talk about the survey. It reflects poorly on the crowd pushing the move to Information Governance. How can you even begin to think about any kind of governing control if you do not control the movement of records, the final location, how documents are stored, environmental control and so on.
Developing a data map is a big thing. Tracking where your media is now, where your documents will be located will be a big thing if your organization is ever involved in litigation. Over 80% of the cost of litigation is now E-Discovery. And of that 80% is spent on review costs. These are controllable. Carpe Diem when there is a move. It is an ideal time to cross check your inventory, begin your data map and you should approach your legal department and have a frank discussion about bringing order to your system so that a data map is created. Doing this will help make your company more resistant to legal actions due to preparedness.
Gary Link had a great discussion about Vital Media and how that might work. This is also something that Legal would probably have an interest in. Identifying Vital Media in advance could save money on storage costs while speeding the process in litigation.
In checking with the Listserve for the offsite media storage community, there was little experience in helping clients develop a data map and that records managers don’t typically coordinate with media storage.
If the offsite storage vendors are not developing methods to assist you in litigation and the records manager is not developing the data map for ERMS and IT does not even consider there is record content in the back up tapes and in the Cloud, no wonder litigation is so costly today. E-Discovery was $4 billion in 2012 and climbing each year.
Grasping control of the data map and E-Discovery Planning could be the greatest stimulus to records manager’s careers since the Classification and Retention Schedule.
Hugh Smith
FIRELOCK Fireproof Modular Vaults
[log in to unmask]
(610) 756-4440 Fax (610) 756-4134
WWW.FIRELOCK.COM
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