Preservation of Content in a Multi-channel Environment
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Preservation of Content in a Multi-channel Environment

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Preservation of Content in a Multi-channel Environment Preservation of Content in a Multi-channel Environment Presentation Transcript

  • ISSUES OF PRESERVATION OF CONTENT IN A MULTI-CHANNEL ENVIRONMENT PRISCILLA EMERY PRESIDENT ECM SCOPE Preserve or Prevail
  • ECM Scope © ECM Scope 2007
    • A record is any recorded information relating to the work of your business, regardless of who created it or how the information was recorded.
    • Records are recorded information, regardless of physical form, that are:
      • generated or received and used while conducting business, and
      • preserved because of their informational value or as evidence of your organizational, functions, policies, decisions, procedures, operations, mission, programs, projects, and activities.
    • Ownership of Records: all records received or created in the course of company business are company property and do not belong to departments or individuals.
    • A record should correctly reflect what was communicated or decided or what action was taken. It should be able to support the needs of the business to which it relates and be used for accountability purposes
    •  
    What is a Record?? © ECM Scope 2007
  • It’s Always Been About Documents
    • Paper was initial form of evidence.
    • Shift to introducing Electronic Images as Evidence
    • Now all forms of documents are considered discoverable evidence
    © ECM Scope 2007
  • Documents & Records Not Just Paper and Images
    • Text, Graphics, Spreadsheets
    • Electronic and Paper Forms and Documents
    • Electronic Reports and Data Records
    • Video, sound and voice clips
    • Web Pages and E-mails (and dare we say Instant Messages, Wikis, Blogs)
    • TIFF and JPEG images
    • Cell phone text messages
    © ECM Scope 2007
  • Multi-channel is Here to Stay
    • Multichannel environments allow for the flexible distribution of content to a variety of audiences.
    • But which version or format of the information will need to be preserved – which is the most authentic?
    © ECM Scope 2007
  • Telephone Billing Data © ECM Scope 2007
  • Content and presentation are now separate entities, unlike traditional document production. Presentation influences action. Records management often views the document as a static entity, but users demand documents as fluid entities. Documents are now event-driven and the most important documents may not be those we consider records.” Source: Tony Poynton The record is whatever the client is able to get a court of law to agree to. And in a court of law, anything can be a record. Source: Michael Steemson, The Caldeson Consultancy   © ECM Scope 2007
  • Establishing Retention Practices
    • Maintain Consistency: Design and implementation of record retention and destruction policies across all media, geography and business units
    • Discuss retention and destruction alternatives with RM staff.
    • Make retention periods based on content and context of information – not the media type.
    © ECM Scope 2007
  • Issues to Consider
    • Maintaining Fidelity and Consistent rendering from one delivery mechanism to another is extremely important.
    • Maintain the “ultimate” record in a locked unreviseable format and store in records repository.
    • Make sure the metadata carries across different delivery mechanisms
    © ECM Scope 2007
  • Classification is Key
    • Classification is important for both retention and retrieval
    • Typical categories include:
      • Legal and organizational
      • Administrative
      • Financial
      • Operational
      • Human Resources
    • Not by Media Type or Format
    © ECM Scope 2007
  • Destruction is Also Important
    • Certificate of Destruction
    • Audit Trail or Chain of Custody
    • Is it REALLY Destroyed?
    • Examples:
      • Audiotapes or Videotape (tape over or pulverize)
      • Computer Data (need to permanently destroy not just delete). Overwriting data with series of characters reformatting the drive or tape or magnetic degaussing.
      • Laser disks or CDs (pulverizing)
      • Microfilm (pulverizing or shredding)
      • Paper (Shredding – crosscut, pulping, or pulverizing.
    • Never just throw in the trash. Once it is outside it is in the public domain .
    © ECM Scope 2007
  • Ongoing Issues
    • PDF/A as an archival “Standard”
    • Retaining documents that are hard to replicate later.
    • Records Management software is barely keeping up with media changes.
    • Bottom Line
    • Lawyers and regulators are becoming more media agnostic so all information must be retained and destroyed consistently.
    © ECM Scope 2007
  • Additional Resources
    • National Archives of the Netherlands Report - http://www.interpares.org/book/interpares_book_g_part4nether.pdf
    • MoReq Specifications http://www.cornwell.co.uk/edrm/moreq.asp
    • AIIM – www.aiim.org
    • ARMA – www.arma.org
    • ISO 15489 - http://www.whitefoot-forward.com/iso_15489-1.pdf
  • Longwood, FL 32779 USA Tel: +1-407-774-2449 Mobile: +1-703-220-3955 E-Mail: pemery@ecmscope.com www.ecmscope.com