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RECMGMT-L  September 2002

RECMGMT-L September 2002

Subject:

Re: So! They are attacking records management now!!

From:

[log in to unmask]

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 20 Sep 2002 13:06:35 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (140 lines)

I hate to bring more attention to this person and their company, however
there is one point that I find to be completely obsurd and would like to
point out.

records management lapses at the
> once-venerable Arthur Andersen have made it clear that records
> programs can
> no longer be run anywhere other than legal and IT areas.  Corporate
> governance cannot be delegated downstream to a point of
> irresponsibility.

It is my understanding from articles that I have read in the New York times
and other sources that reminders of Aurther Anderson's records management
program and retention schedules began with an e-mail from the legal
department?  It is my opinion that AA was not destroying documents in
accordance with their retention schedule but inspite of it.

So how does putting the records management program under the legal
department or IT department resolve the isses brought up in the article?  I
don't think it does.

Anyway, just my 2 cents from a long time lurker.

Bryan Quilty
Records Administrator
Learjet
[log in to unmask]




Hugh Smith <[log in to unmask]>@LISTS.UFL.EDU> on 09/20/2002 10:07:54 AM

Please respond to Records Management Program <[log in to unmask]>

Sent by:    Records Management Program <[log in to unmask]>


To:    [log in to unmask]
cc:

Subject:    Re: So! They are attacking records management now!!


> Here's the start of the article:
>
> ENFORCED Records Management is a Legal Requirement
> September 2002
> By Brad Jordan
>
> The Sarbanes-Oxley Act of 2002 and the records management lapses at the
> once-venerable Arthur Andersen have made it clear that records
> programs can
> no longer be run anywhere other than legal and IT areas.  Corporate
> governance cannot be delegated downstream to a point of
> irresponsibility.
> There are distinct and recurring steps in meeting legal requirements
> and
> they are not at all in sync with the bill of goods that are being
> promoted
> by records managers, the records industry and self-proclaimed gurus of
> the
> industry.
>
> Comments?


My first thought was "Hey! Maybe ARMA is making themselves known if
other people are now attacking the records managers group."

But the comment he makes:
> that records programs can
> no longer be run anywhere other than legal and IT areas.

is ridiculous!

Many IT people by their own admission care very little for the end
product 'records.'  They are focused on the quantity of information
they can store on a tape or disk. They will go for increased density
even if it means more fragility. The new "Ultrium" cartridges store
data edge trim to edge trim and merely bumping the tape can lose data.
If an bias exists in the tape or the hardware is tracking improperly
data may be lost. This media  was developed by IT people for IT people.

Here is another key issue that IT people just ignore until someone hits
them in the face with the facts. They store their tapes in rooms
constructed of concrete block or poured concrete. They do this even
though they know that concrete vaults put steam into the vault chamber
within minutes.  ( Steam is 212 F and their media is destroyed at 125
F)

When they are confronted about this they reply "Well I knew that media
requires a different level of protection than paper documents, but I
just never took the time to look at how we store our tapes offsite.
That's why we keep two sets." They forget that the reason they keep two
sets is that they constantly damage the working copy and need the
master back-up to restore the system.

A responsible records manager should know the specifications of the
vault you use in-house and/or the specifications of the vault provided
by your offsite storage vendor. Before your company entrusts vital
paper documents, microfilm or fragile computer media to an outside
vendor, you should ask for a set of specifications on their vault. They
should be willing to deliver a certification that the vault is one of
the following:
1) Class 350 - Four Hour paper Document Rated
2) Class 150 - Microfilm Rated
3) Class 125 - Magnetic or Digital media Rated

If the only rating they supply is the Class 350 paper Rated then you
should question IT about why they have not done something about this.
If management starts to question your credibility to protect the
corporations most vital records, you should be able to demonstrate an
understanding of the most fundamental issues of protecting vital
information assets.

I have sat in on meetings where the facilities management director asks
the IT Manager and the Records Manager if they know how their offsite
media is protected and it is very uncomfortable to watch them squirm
and say they never really gave it any thought.

This is an opportunity for you to be prepared by educating yourself.
Find out what the specifications are on the wall and ceiling design of
your vaults. Then compare them with NFPA 232 or look up the fire rating
on the tested safes or vaults or file cabinets or other protective
storage devices used to protect your records.

This is an area where you should be more knowledgeable than the IT
people.

Hugh Smith
FIRELOCK Fireproof Modular Vaults
[log in to unmask]
(610)  756-4440    Fax (610)  756-4134

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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