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RECMGMT-L  February 2001

RECMGMT-L February 2001

Subject:

RE: Tired? Nope, just warming up.

From:

Benay Berl <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 26 Feb 2001 09:13:45 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (107 lines)

I agree - this is an important and timely subject.  With your permission, I
will use this discussion in my Records Management class (San Diego Mesa
College.) It ties in with the "life cycle" of a record that I will lecture
on tonight.

Benay Berl
Records Coordinator
Olivenhain Municipal Water District
1966 Olivenhain Road
Encinitas, CA 92024
(760) 753-6466 ext 127
[log in to unmask]


-----Original Message-----
From: Peter Kurilecz [mailto:[log in to unmask]]
Sent: Monday, February 26, 2001 8:44 AM
To: [log in to unmask]
Subject: Tired? Nope, just warming up.


Tried sending this yesterday, but was bounced back as undeliverable so here
we go again.

Diane wrote:
>> Maybe you're all tired of this 'thread' ,…<<

Nope. For the first time in a long time we have a thread that does affect
all
of us in records management. We need more discussions such as this on the
list. I just wish that this information and discussion had been more
forthcoming back in May rather than being brought up now.

I am concerned that the nature of a record appears to have become "fixed" as
a result of this standard. A record is by nature fluid. That is why (I
believe) the Australians use the term continuum rather than life cycle. A
record can take on different characteristics during this continuum. Hunh?

Yes at any point in time a record can be considered vital, important,
useful,
historical or whatever the terminology should be. The very nature of a
record
shifts depending on the processes involved. Consider this. Several weeks ago
a RM wrote to this list concerning 700 boxes of AP records that were
eligible
for destruction, but the legal department would not authorize their
destruction even though apparently only a small portion were subject to the
litigation. Now in a lot of cases AP records are not considered "vital
records", but are only somewhat useful. Now should this RM move these
records
to a vault to provide a higher level a protection because they are very
important to the litigation? Well that depends upon how big the vault is,
doesn't it?

Or here is another example. Most companies produce hundreds of thousands of
checks on a daily basis. Your company has just written a very large check to
the US government to purchase a surplus item, lets say a pipeline. That
pipeline becomes the basis and foundation for a new company. What level of
protection should be afforded that single check? Yes it's an extreme
example,
but consider that maybe the company doesn't realize the check's importance
until late in the retention period. According to this standard it would be
stored not in a vault but in the general racks. It wouldn't be placed in a
vault until someone recognized that it was historical/archival in nature.


Cost is definitely an issue. But haven't we brought this on ourselves by
emphasizing the cost savings realized by storing in an off-site facility?
Yes, off-site facilities offer a cost advantage over storing in an office
tower. But shouldn't we have also been discussing with upper management the
added protections afforded to the company's strategic information and gained
by using an offsite storage facility that provides such protection not
available in an office complex?

What was that phrase again?

 Ah, yes. Strategic information. Combine that with the word "management" and
you have the new ARMA phrase du jour. How does one reconcile the phrase
"strategic information management" with the position taken by ARMA with
regards to NFPA 232? It is our responsibility as records professionals to
determine what level of protection to assign to our records, but that is my
decision not the records center. If the level selected costs more than I
should have the necessary information at hand to justify my decision.

I think that the final question asked in the survey taken last week speaks
volumes. If the results are not clear for that question I will gladly repost
it or any other part of the survey results.

Finally let me close with the following quote:

"Before we worked to amend NFPA 232, the standard assumed that we were
storing boxes of thousand dollar bills when in reality, we are storing boxes
of Monopoly money."

Mike Bailey (REB Steel), PRISM International Regulatory Affairs Chairman
http://www.prismintl.org/news.html


Peter A. Kurilecz CRM, CA
Richmond, Va
[log in to unmask]

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