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Wed, 18 Feb 2009 08:02:57 -0600 |
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Good Morning --
Our State Computing Services is looking for some assistance. They are
troubled by the lack of certainty as to when the data will actually be
destroyed (i.e. written over) in their current process and are trying to
develop options for how best to manage these records. Various options
were discussed in a meeting yesterday with them, but they are interested
in seeing how other computing services are handling the matter. Here is
the scenario:
Our IBM Mainframe computer service creates tapes that are stored off-site
for disaster recovery purposes. The tapes contain copies of valid files
from the mainframe that would be needed in the event of a fire or other
physical disaster. When these tapes no longer have valid data they are
placed in a “scratch pool” for re-use. The tapes still contain the
original data even though the computer system no longer considers them
valid. Scratch tapes are randomly selected by the system hardware for
re-use; theoretically it could be months, years and longer before the data
on the tapes is written over. We believe our practices are similar to
those of other enterprises who operate mainframe computing environments.
Questions:
How are other computing services managing the data lifecycle on their
tapes in the above scenario? Any additional information as to cost,
employee time, quantity of tapes, etc. - would be helpful. How do your
records retention schedules document similar situations?
Thanks in advance for any/all responses.
Mary R. Ott, Records Information Management Specialist
Secretary of State - Record Management Division
440 South 8th Street, Suite #210
Phone: (402) 471-4184 Fax: (402) 471-2406
Email [log in to unmask]
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