Hi Katrina,
One option is to look at Amazon Web Services (AWS) S3, in the cloud because
of its very low costs and flexibility.
S3 has a simple lifecycle management that will, based on easily defined
schedules, move documents between different storage tiers. Different
storage tiers have different availability, accessibility and costs (which
are very low). Criteria can be based on things like how frequently
stakeholders need to retrieve documents, document age, etc.
The beauty is that you can easily create very secure and fully encrypted
domain-based storage ³buckets² (Amazonıs term for folders) that allow you to
control who can read or write. Read costs are minimal (although there might
be some costs if you access a ton of documents) and write costs are based on
things like document size, frequency of uploads, etc. (still very low).
AWS S3 also has libraries that can be strapped into applications or used by
the command line so that applications and people spread throughout an
enterprise can work in whatever ways are easiest for them.
Another added feature is that the administration dashboard is pretty simple.
There are tons of S3 introductions and tutorials on Youtube.
Please note that I have no business affiliation with or vested interest in
Amazon.
I hope the above helps.
My Best,
Frank
Frank Guerino, Managing Partner
The International Foundation for Information Technology (IF4IT)
http://www.if4it.com
1.908.294.5191 (M)
On 1/11/17, 3:41 PM, "Katrina Royce-Malmgren" <[log in to unmask]> wrote:
> Gary:
>
> Thanks for asking!
>
> We are an architecture-engineering-construction company with offices in WI,
> IL, IA, MN, and two new small offices in TX and GA.
>
> We have HP TRIM software and we are upgrading to HP Content Manager. I am
> a new employee who is replacing the previous records manager who had a very
> difficult personality and most people in this 300-person company have
> resisted her attempts to implement records management processes. She also
> created processes which were too manual and not sustainable (for example,
> she gave only 5 people access to create records and upload PDF final
> deliverables into HP TRIM - that resulted in THOUSANDS of records never
> being added into the records management system - and everyone creating
> their own file management within share drives and paper files).
>
> My manager, the IT director, got this radical idea that maybe we don't need
> HP records management software - and maybe we don't need a retention
> schedule. He has asked me to research and try to "pole holes" in his
> radical idea.
>
> Thanks,
> Katrina
>
> On Wed, Jan 11, 2017 at 12:04 PM, Link, Gary <[log in to unmask]> wrote:
>
>> <<
>> I work for an engineering consulting company and I was asked to research
>> whether there are any laws which REQUIRE destruction of records - or
>> whether our company could choose to keep all records indefinitely for
>> convenience purposes? From my research, I understand that records
>> containing PII must be destroyed. Could anyone comment on the idea of
>> keeping the majority of our records (reports, design and plan sets, specs,
>> etc.) indefinitely? Would there be any harm in doing so? Thanks!
>>>> >>
>>
>> Katrina - what does your firm design?
>>
>> Gary
>>
>>
>>
>>
>> The contents of this email are the property of PNC. If it was not
>> addressed to you, you have no legal right to read it. If you think you
>> received it in error, please notify the sender. Do not forward or copy
>> without permission of the sender. This message may be considered a
>> commercial electronic message under Canadian law or this message may
>> contain an advertisement of a product or service and thus may constitute a
>> commercial electronic mail message under US law. You may unsubscribe at any
>> time from receiving commercial electronic messages from PNC at
>> http://pages.e.pnc.com/globalunsub/
>> PNC, 249 Fifth Avenue, Pittsburgh, PA 15222; pnc.com
>>
>> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>> Contact [log in to unmask] for assistance
>> To unsubscribe from this list, click the below link. If not already
>> present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the
>> message.
>> mailto:[log in to unmask]
>>
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already present,
> place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
> mailto:[log in to unmask]
>
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
