We do not allow our users to see what is deleted in our Livelink.
We do this for the following reasons:
1) If they see it in a search return, they will want it back, and we
would not be able (or willing) to provide it, thus creating a pr
nightmare for our program.
2) Noting the amount of info that resides (and will reside) in our
Livelink we are working to minimize the search return results so that
users get a return on what they can use. If our users had access to the
metadata, they would the deleted "shadows" will abound in their search
results and confuse them. (I think you could build a search template
that would eliminate the return of metadata of the deleted)
You may wish to designate access to the metadata of the deleted to
records coordinators in each area in order to decentralize the
responsibility of responding to requests for proof of destruction.
Please share what you decide!
Thanks,
Chuck Piotrowski
CVPS
www.cvps.com
This computer runs on Cow Power!
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Michelle VanAllen
Sent: Wednesday, July 05, 2006 11:16 AM
To: [log in to unmask]
Subject: [RM] Deleting electronic records
I need some opinions and/or results from experience regarding what a
user sees once an electronic record is destroyed (deleted). We are
currently implementing Livelink as our ECM solution including the RM
module. We have elected the option to retain metadata associated with a
record that has met its retention and been destroyed. However, we need
to decide if the user needs to see that or not. The options are: 1) The
user searches for an item and receives a hit on that search even if the
item has been destroyed. However, when they attempt to view the image
they will only see a message indicating that the record has been
deleted. Or, 2) The user does not see any hits for that item in his
search results. Therefore, even though the record was deleted, he
doesn't know if it was ever there or not. Of course, the RM staff would
continue to maintain records of what was destroyed.
If any of you have a preference between option 1 and 2 or have tried
either option, please let me know your successes/failures and/or opinion
as a user.
Thanks for your help.
Michelle
Michelle S. VanAllen
Supervisor Records and Administrative Services
Santee Cooper
PO Box 2946101
Moncks Corner, SC 29461-2901
(843) 761-8000 ext. 5340
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