On Fri, Dec 16, 2011 at 8:25 AM, Sherwin, Zachary A <[log in to unmask]>wrote:

> Greetings,
>
> I had a similar question. At this point, would the metadata not be a
> record that needs a separate record retention plan? Thus, would you need to
> potentially proved when metadata was removed (as it is a record), meaning
> that you must keep metadata on metadata, and so on?
>
> All the best,
>
> Zach Sherwin
> Administrative Systems Specialist
> Berry College, Office of Information Technology
>
> -----Original Message-----
> From: Records Management Program on Behalf Of Molly Kitchen
>
>
> Saving metadata would be the ideal solution however is that really
> practical?
> Over the course of time you could be destroying millions of records in
> addition to adding millions of new records to the system.  This retained
> metadata then becomes a resource hog and affects the performance of the ERM
> system.
> This retained metadata should have retention rules applied to the system
> but how do you do that?
>
>
This is similar to retaining destruction notices for physical format
records. YES... you do have tro establish a retention period for what you
retain, and eventually you do purge/delete is as well.

The best advice is to discuss any plans to do this with your legal,
compliance or risk management function (if your organization has one) or to
clearly identify what risk this may pose for your organization and then let
someone in senior management make the decision if it is retained and for
how long.

There is obviously a cost to doing this, so the benefits need to be weighed
to determine if they outweigh the cost.  Unless you are in a highly
regulated industry (or a contractual situation where you are retaining
records on behalf of a client) I can't really see the benefit to
maintaining metadata that indicates what you had that was destroyed,
especially when you think about the level of metadata that is captured on
some records.

In an e-discovery situation, the metadata may come up in a search and as
outlined in my last post, forensically any data of this type could
potentially come into question.

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

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