For those interested, I just posted the RI Worksheet to the Yahoo Group. I
appreciate all the great comments thus far and if you have any additional
feedback after reviewing the worksheet please share and I will update and
post the final version to the Yahoo Group.
Thanks,
Todd
On Tue, Oct 5, 2010 at 1:44 PM, Larry Medina <[log in to unmask]> wrote:
> On Tue, 5 Oct 2010 , Todd Johnson <[log in to unmask]> stated:
>
> >I am in the process of preparing to do a Records Inventory. Yesterday I
> sent
> >my inventory worksheet to a colleague on this list and he recommended
> >adding fields to capture more of the processes and systems that
> create/store
> >the records - the essence of a data map. I have conducted records
> >inventories, but never created a "data map" per se. I'm wondering if
> anyone
> >has gathered this data simultaneously or if you would recommend two
> distinct
> >endeavors. I can send my RI worksheet to anyone who is willing to provide
> >feedback on whether or not I have included the fields necessary for
> capturing
> >the inventory and data map information.
> >
>
> Todd-
>
> You might want to consider posting the RI worksheet to the files area in
> the
> Yahoo Group http://finance.groups.yahoo.com/group/RIM_Resources/
>
> As for the basic question, I see these as distinct efforts serving
> different
> purposes. That said, there is no reason the inventory couldn't be
> augmented
> to include additional information related to the fields pertinent to an ESI
> Data Map.
>
> Generally, and inventory is intended to identify "what", "how much" and
> "where", and may include additional information such as which aspect of the
> organization creates, receives or controls what resides in various
> locations/repositories. You may also include information about the
> form/format of the information and the location itself [protection provided
> (environmental and security), etc].
>
> An inventory is performed for various reasons and once completed the data
> can be reviewed, sliced and diced, and can be used for many things. It can
> be a basis for developing a retention schedule, determining if
> organizational of functional models are best, assessing the potential for
> centralized or offsite storage, evaluating the need to more closely review
> and possibly disposition a portion of the information, etc. AND it would
> involve both physical format source materials and electronic format.
>
> A Data Map on the other hand generally is related to electronically
> generated information only. The principles applied to creating a 'data
> map'
> could also be applied to physical materials but that's a little less
> common.
> The characteristics you are looking to identify here are sources, volume,
> formats, users, access controls, time frames, processes (in and out,
> including backup and replication or mirroring), storage locations, and
> applications/systems related to the data.
>
> Many times IT or Emergency Services has a basic structure of a data map
> that
> may be used for COOP or business resumption efforts in the event of a
> disaster. Theirs should/could include sources of vital information, where
> backups are located, sources of secondary sites (hot/warm/cold) for
> operations, backup power sources, etc. Naturally these would only identify
> mission critical content and systems, but the DRP should include things
> such
> as repository locations, applications/software, etc.
>
> Larry
> [log in to unmask]
>
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