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RECMGMT-L  July 2002

RECMGMT-L July 2002

Subject:

Re: Career Options and SII

From:

"David K. Kasparian" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 5 Jul 2002 11:23:34 -0700

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (81 lines)

From Dave Gaynon's prior posting:

Mr. Kasparian recently  suggested :

"All electronic records must be categorized maintained and treated just as
hard copy records. Those that are records must be retained, and be able to
be proved to be valid records. The systems that maintain and control
electronic records must meet standards that will contribute to the
validation of the records as accurate."

Is this above statement true?  Is it not a fact that most organizations do
not do this either for all of their hard copy or their electronic
records.  It is true that many organizations do a good bit of this for
their important record keeping systems and the records captured in those
systems. But for the rest do organizational stakeholders with influence and
power care?  Should they care?  Why?

My response:

Yes it is true! Yes, they should care!
As I am not a lawyer I will of course recommend that you obtain legal advice
from your General Counsel on how to proceed.

Having said that, as I understand the E-sign law and other associated
federal and state laws and federal agency regulations that are coming out we
must be able to process and accept electronic documents and records. Now,
when a record is electronic it cannot be rejected because it is electronic.
But, all of the same laws and regulations that apply to its retention as a
record or proving its validity as a document also apply.

This means that the systems and procedures and the security that we use to
maintain and categorize these documents come into question and must be
properly maintained.

Yes, you are correct, many organizations are way behind in these areas. But
in future they will all treat them with more respect and try to install the
systems that will be required to do the job properly. What is it that will
cause this? The future costs that will be incurred as the result of
litigation for these organizations that are not adhering to these procedures
at this time.

We tend to learn a lot and act after the fact. So, after a group of
well-publicized losses organizations will conform to the appropriate laws
and regulations.

Up to now, in most cases, records were sorted out of hardcopy documents by
others and then sent over to the records managers for storage. Usually
accompanied by a transmittal form.

The problem is that to properly categorize the records they still had to be
identified and this was a process that happened over time and eventually
they were stored.

Regarding electronic records, we will still have to identify them out of all
of the other electronic records and categorize them and store them. This
means that we will have to have systems in place that will process all
electronic records and manage the garbage, the operational documents and the
records. A side benefit will be that we will organize and optimize the
processing of all information in the organization.
This task will not only require IT systems expertise but the document and
record categorization expertise of records managers.
I hope this clarifies my prior statement.
David K. Kasparian








=========================================================
INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT CONSULTANTS
David K. Kasparian, CNE, MIT              20426 Blythe St
ANALYTICAL SOLUTIONS                   Winnetka, CA 91306
Voice: (818) 998-4774                 Fax: (818) 718-7239
         E-mail: mailto:[log in to unmask]
=========================================================

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