I was a little surprised. Using the rationale that storage costs are so low you can afford to keep everything forever doesn't take into account the management required for that ever growing amount of storage. Acquisition cost is the tip of the iceberg when it comes to storage management.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Broady-Rudd, Sandy
Sent: Tuesday, September 27, 2005 8:39 AM
To: [log in to unmask]
Subject: Re: RAIN 0926 Compliance Mistakes, Ghost town photos, Museum mystery
Did y'all read the compliance mistakes article? Did you not think they were completely off-base? In one paragraph they are saying save all e-mail forever (see below) and then treat e-mail like hard copy documents (see below). Would we ever consider keeping all of our hard copy documents forever, whether they are records or not? By treating ALL e-mail as business records, isn't this just as bad as treating ALL e-mail as non-records? I was surprised this was also the philosophy of one of the vendors we met with when choosing our content management system.
"The truth is that it is much easier to have email be in compliance with most of the major regulations by simply archiving everything, keeping it in an easily accessible location, and being able to search by keyword, and produce requested documents in a timely fashion"
"Emails are business documents, and need to be considered the same way any other hard copy form of communication is for compliance and retention."
Just my two cents on this hot, steamy September day in Austin.
Sandra Broady-Rudd, CRM
Records and Information Manager
Texas Municipal Retirement System
1200 North IH 35
Austin, TX 78701
(P) 512-225-3729
(F) 512-476-5576
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Peter Kurilecz
Sent: Tuesday, September 27, 2005 6:17 AM
To: [log in to unmask]
Subject: RAIN 0926 Compliance Mistakes, Ghost town photos, Museum
mystery
Records and Archives In the News is a compilation of news stories
related to records and archives management.
TUSD to spend $75K to back up records
Tracy Press - Tracy,CA,USA
... a catastrophe at the primary location, we would have a copy of all
the files that we could potentially access very quickly," he said. The
records are already ...
<http://www.tracypress.com/local/2005-09-26-storage.php>
TOP 5 Strategic Email Compliance Mistakes
Sarbanes-Oxley Compliance Journal - Fairfield,NJ,USA
... Only with the latest email archiving systems can email records be
produced
... useful in such things as reducing storage, eliminating MP3 files,
identifying those ...
<http://www.s-ox.com/Feature/detail.cfm?ArticleID=1068>
NMI material from presidential libraries available
Saipan Tribune - West Orange,NJ,USA
... Texas, California, Michigan, Georgia, and Arkansas where they
located
and copied pertinent documents and other ... The files were placed on
fully searchable CDs. ...
<http://www.saipantribune.com/newsstory.aspx?cat=1&newsID=50855>
IRON Mountain Taps Decru for Data Encryption
InternetNews.com - USA
... backup tapes. Iron Mountain CIO Kevin Roden said he thinks that
figure
has changed little despite high-profile incidents involving the likes
of Bank of America ...
<http://www.internetnews.com/storage/article.php/3551446>
FILENET courts records management
eChannelLine - North York,Ontario,Canada
... this unique event offers observers the opportunity to view the
real-life
drama that can unfold when companies don't comply with records
management
regulations. ...
<http://www.integratedmar.com/ecl-usa/briefs.cfm?item=12710>
LESSONS Learned, IT Managers Steel for Rita
ComputerWorld - USA
... Kevin Roden, CIO at Iron Mountain Inc., a provider of off-site
records
storage services, said that 29 of its 30 facilities in the Houston area
are dedicated to ...
<http://www.computerworld.com/securitytopics/security/recovery/story/0,10
801,104927,00.html>
DECLINE of the Desktop
ComputerWorld - USA
... may dictate against the use of laptops, which can be lost or stolen,
Kay says. ... No decision has been made, but, he adds, "if that changed,
[laptop use] would be ...
<http://www.computerworld.com/hardwaretopics/hardware/story/0,10801,10485
6,00.html>
SIDEBAR: The Security Challenge
ComputerWorld - USA
... A stolen laptop may have sensitive data as well as data the user
created
since the last backup. A tracking service such as Absolute ...
<http://www.computerworld.com/securitytopics/security/story/0,10801,10485
7,00.html>
GHOST town photos a rare find
Brandon Sun - Manitoba, Canada
... a collection of Lawrence Stuckey photographs. The dry-glass
negatives
are about 100 years old. Walker and his family immigrated ...
<http://www.brandonsun.com/story.php?story_id=4941>
NO proper case made for storing data - EU adviser
Reuters.uk - UK
... The issue of data retention was raised last year after bombings in
Madrid that killed 191 people ... I could not see this Council document
being adopted and survive ...
<http://today.reuters.co.uk/news/NewsArticle.aspx?type=internetNews&story
ID=2005-09-26T153212Z_01_HAR655970_RTRIDST_0_OUKIN-UK-SECURITY-EU-DATA.XM
L>
ARCHIVES featured in Dutch film
The Grand Rapids Press - Grand Rapids,MI,USA
HOLLAND -- A documentary about the Netherlands Information Bureau
researched
and filmed primarily at the Holland Museum Archives has captured the
interest
of ...
<http://www.mlive.com/news/grpress/index.ssf?/base/news-6/112772975320289
0.xml&coll=6>
DODD Center Celebrates Anniversary
Daily Campus (subscription) - Storrs,CT,USA
... According to University Archivist Betsy Pittman, a lot goes into
cataloging
the ... UConn's archives are housed in the center, which includes old
yearbooks, senate ...
<http://www.dailycampus.com/news/2005/09/26/News/Dodd-Center.Celebrates.A
nniversary-998322.shtml>
IRON Mountain Offers Data-Encryption Appliance
InformationWeek - Manhasset,NY,USA
Iron Mountain will buy data-encryption appliances from Decru and offer
them to customers to scramble backup information stored on tapes. By
Martin
J. Garvey. ...
<http://informationweek.com/story/showArticle.jhtml?articleID=171200499>
Explains the Crucial Function of Computer File ...
Pressbox.co.uk (press release) - London,UK
... idea for people or businesses to have a type of file shredding
software
that ... Many people mistakenly think that computer files can be easily
deleted from the ...
<http://www.pressbox.co.uk/detailed/Business/i-shredder.com_Explains_the_
Crucial_Function_of_Computer_File_Shredders_37300.html>
EC'S data retention plans under fire
ZDNet UK - UK
The European Commission's plan to store details of emails and telephone
calls to combat terrorism does not respect the fundamental right to
privacy,
the EU's ...
<http://news.zdnet.co.uk/business/legal/0,39020651,39221938,00.htm>
EContent Magazine, Sun, 25 Sep 2005 9:06 PM PDT
FileNet Announces Agreement to Acquire YTG; Ships New Records Manager
Suite
http://www.econtentmag.com/Articles/ArticleReader.aspx?ArticleID=14187
FileNet Corporation, a provider of Enterprise Content and Business
Process Management solutions, has announced that they have entered into
an
agreement to acquire Yaletown Technology Group, Inc., a provider of
content
compliance software.
E-Commerce Times, Mon, 26 Sep 2005 8:53 AM PDT
Soldiers' Army Records Stolen
http://www.ecommercetimes.com/rsstory/46335.html
The hard drives were stolen in mid-August from a building at Fort
Carson in Colorado Springs where soldiers get identification cards and
update
their personnel records. Records taken included soldiers' Social
Security
numbers, dates of birth, rank, unit, citizenship and jobs.
The Pueblo Chieftain Online, Mon, 26 Sep 2005 6:59 AM PDT
Fort Carson records theft worries soldiers in Iraq
http://www.chieftain.com/metro/1127743204/3
DENVER - While fighting in Iraq, Army Sgt. Steven Behr suddenly found
himself vulnerable at home. Four computer hard drives containing
soldiersā?T
Social Security numbers and other personal records were stolen from Fort
Carson - a crime that could expose Behr to identity theft. Behr was one
of 15,000
active duty soldiers notified this month of the theft, along with family
members and civilians who
eWeek, Mon, 26 Sep 2005 8:00 AM PDT
FileNet Boosts Records Management
<<http://www.eweek.com/article2/0,1759,1862254,00.asp?kc=EWRSS03119TX1K00
00
594>>
Acquires Yaletown technology group.
KVIA, Mon, 26 Sep 2005 8:55 AM PDT
Federal court records online will carry fee
http://www.kvia.com/Global/story.asp?S=3898971
ALBUQUERQUE A free system that allows people to check federal court
documents online is being replaced by one that will charge a fee. A
tight
judicial budget is being blamed.
Coventry Evening Telegraph, Mon, 26 Sep 2005 8:00 AM PDT
Museum mystery
http://iccoventry.icnetwork.co.uk/0100news/0100localnews/tm_objectid=1617
6736&method=full&siteid=50003&headline=museum-mystery-name_page.html
An official investigation into Coventry Transport Museum was halted
because vital records were missing. The cost of refurbishing the museum
doubled
from £6.5 million to £13 million and much of it was due to dangerous
asbestos being found on site.
Canada.com
Mon, 26 Sep 2005 12:49 PM PDT
Impact of digital photography on culture not clear, one expert thinks
it could mean "dark age"
<<http://www.canada.com/technology/story.html?id=f1a0c51f-b362-47d5-85ed-
fd
0faa2bbb90>>
TORONTO - Did your parents keep volumes of books filled with
embarrassing baby photos? Do you have a pic from your sweet 16? Your
first car? Some
experts think today's babies might not be so lucky now that the
snapshot generation
has gone digital.
<<
http://www.canada.com/technology/story.html?id=f10213c9-aa49-4b78-9993-71
b50c9d5824>>
Computer World 9/26/05
Compliance Focus Leads to Experiment in Cheap Films
If you want employees to retain the information you give them in
training, you'd better make the material interesting.
<http://www.computerworld.com/securitytopics/security/story/0,10801,10490
8,00.html>
Peter A. Kurilecz
Richmond, Va
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