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RECMGMT-L  November 2000

RECMGMT-L November 2000

Subject:

Re: Managing Electronic Records

From:

Geoff Moore <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Wed, 15 Nov 2000 16:33:32 +1100

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (80 lines)

David

Not all have embraced the continuum approach...yet.

In answer to your final questions I would suggest the answer is a qualified
yes. While it is true that in the electronic world users will create vast
quantities of documents that will have a relatively short required retention
period, the process and rules for dealing with the items remains largely the
same. In some cases items need to be preserved for minimum periods
prescribed in law. In other cases items need to preserved because they
provide information that is valuable for the organization. Once the cost of
preserving material exceeds the benefit of retaining it then we want to
dispose of it. The qualification is that it is relatively cheap to store an
electronic document and therefore the cost benefit of disposal may not be
realized as early with electronic items. In any case if the item has no
value then it ought not be kept.

Geoff Moore
TOWER Software

-----Original Message-----
From: Povey, David - MRA Sydney [mailto:[log in to unmask]]
Sent: Wednesday, 15 November 2000 5:07 PM
To: [log in to unmask]
Subject: Re: Managing Electronic Records


Glenn and other list servers,

Excuse my ignorance, but just what do Evidence Acts have to do with day to
day record keeping? I thought they referred to criminal jurisdictions,
rather than the commercial and corporate activities of companies.  If the
reference is to the definition of a record - which I think is now much the
same as it was in Hanuparbials day, where every scratch on a tree-trunk
could be a record - then the Evidence Acts and similar were expanded to
cover "machine-readable" records, the vast majority of which never come the
records area.

I don't undertand why our record-keeping methodologies would be mandated by
criminal evidence requirements, because records have been admitted and not
admitted in court cases based on many criteria and are only excluded when
the parties to the case cannot agree on the admittance of the records.

There are good reasons for adopting similar approaches to paper and
e-records, butwe don't see many instances of similar levels of competence in
the two media - just witness the inadvertent replies to the list, something
that is less likely if the poster was replying to a paper mail.

Don't we need to keep in mind that substantial difference in the media will
require dfiferent approaches - in much the same way as the volume of records
created electronically has caused archivists and records managers to adopt
continuum theory as a tool for managing records.  Would the continuum model
be required if we only dealt with paper?

What do others think - should we refer to legal requirements in order to
justify ('scuse the pun) our record keeping practices? Or leave law to the
lawyers?  And can be really say "paper or electronic - no difference"?

Best regards,

David
______________________________________
David Povey
Corporate Information Officer
Munich Reinsurance Co of Australasia Ltd
Level 5, 143 Macquarie Street, Sydney, NSW 2000
PO Box H35, Australia Square, Sydney, NSW 1215
Direct Phone +61 2 9272 8152  Fax 9251 4885
email: [log in to unmask]

        CAUTION: This message is intended only for the named addressee.  It
is confidential and may be legally privileged.  If you are not the intended
recipient, any disclosure, copying, or distribution is prohibited and may be
unlawful.  By opening any attachment, you agree that Munich Reinsurance
Company of Australasia Ltd ("MRA") will not be liable for any loss resulting
from viruses or other defects.  Any views in this message are those of the
individual sender, except where the sender expressly and with authority
states them to be the views of MRA.  MRA will not be liable for any action
taken, or omitted to be taken, in reliance upon the contents of this
message.

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