On Fri, Dec 16, 2011 at 6:28 AM, Carl E. Weise <[log in to unmask]> wrote:

> As has been said, using an ERM solution, you can be confident that the
> electronic record has been destroyed.  You will also need to confirm that
> the
> record no longer exists on backup media for the system.  Identify the
> schedule
> for recycling of the backup media.
> An issue is can you confirm that no renditions of that electronic record
> were
> made - a printed copy, the file copied to a local, network or other drive,
> or
> that the file was not sent somewhere as an attachment to an email, instant
> message, etc.  This is much more difficult.
> A watermark could be added to a printed copy, such as: convenience copy,
> so that the staff understand that the paper copy should be destroyed when
> no longer needed.
>
>
Interesting discussion thus far- a few differing opinions on what really
happens in an ERM, but one thing that is definitely true if you want ANY OF
THESE THINGS TO HAPPEN, your ERM must:

Have the capabilities in the native system
Be configured to perform these functions
Be augmented by a third party add-on that performs the functions
Ensure it either happens automatically for ALL users, or
Ensure it happens only for those users that REQUIRE that for their records

The thing I'd be sure to discuss at length with my vendor is the whole
notion of 'deletion' in your ERM.  Typically, what actually happens is you
delete THE POINTER TO THE RECORD, but the record itself REMAINS on the
media (optical disc, platter, server, whatever).  It isn't deleted, when
you search for it, the pointer that indicated where it was simply says it
no longer exists.

Fact remains, in extreme cases, forensics can be used to recover these
records until the media they were written to is physically
destroyed/replaced.  In many cases, until data has been overwritten six
times, it can still be located on media.

It's true you can (and SHOULD!) physically expunge/purge your backup media,
and this should happen in compliance with a routine schedule.  Backup media
is designed to recover a system in the event of a catastrophe or incident
that renders data irretrievable, and when a new backup is run, the earlier
ones should be overwritten, destroyed or otherwise rendered unusable.

It's also true that the most important thing is to have policies,
procedures and practices that clearly indicate how your data is managed and
that these are regularly exercised and verified as being complied with.
Simply having them isn't enough, they must be routinely followed.

The whole issue of copies being written out to other sources and/or printed
records being made are issues that can be addressed in a variety of ways.
Permissions and access rights can control a lot of "who can do what" with
records on the system, and in many cases copies aren't allowed of the
electronic content- instead, a link is provided to those allowed access to
the content and once the record is 'deleted', the link goes dead.  Printing
can also be controlled in a number of ways, such as sending output to a
networked printer that either watermarks the images "for reference only" or
is on a colored stock that cannot be recopied without obliterating the
images.

Larry
[log in to unmask]
-- 
*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*

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