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RECMGMT-L  September 2006, Week 1

RECMGMT-L September 2006, Week 1

Subject:

Re: RECMGMT-L Digest - 30 Aug 2006 to 31 Aug 2006 (#2006-240)

From:

"Shellman, Michael" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 1 Sep 2006 17:01:08 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (334 lines)

 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of RECMGMT-L automatic digest system
Sent: Thursday, August 31, 2006 11:01 PM
To: [log in to unmask]
Subject: RECMGMT-L Digest - 30 Aug 2006 to 31 Aug 2006 (#2006-240)

There are 9 messages totalling 402 lines in this issue.

Topics of the day:

  1. Job Posting - Records Management Systems Administrator
  2. functional classification outline
  3. Email Retention (3)
  4. OT: DataCap and CMS 1500
  5. Doc Control and Records Management
  6. Ohio Delays Destroying 2004 Ballots
  7. ARMA International website

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

----------------------------------------------------------------------

Date:    Thu, 31 Aug 2006 09:22:27 -0400
From:    "Wolfe, Rebecca" <[log in to unmask]>
Subject: Job Posting - Records Management Systems Administrator

If you or someone you know is interested please apply online at=20 www.kingpharm.com

Position Title: Records Management Systems Administrator

Working Location: TN, Bristol - Corporate Office

Employment Status: Full-Time

Job Description=20

This position supervises and coordinates the activities for development and implementation of the electronic records management portion of the company-wide record management program, and acts as a liaison between Compliance and Enterprise Technology.

Essential Duties and Responsibilities:

Understands the essence of electronic records retention


Applies the records retention period to electronic records


Establishes policies and procedures to identify and protect business-critical records=20


Captures records from an assortment of electronic, e-mail, and scanned image sources=20


Retrieves and disseminates recorded information=20


Stores electronic inactive records that need to be retained for legal, fiscal, regulatory, or administrative reasons=20


Implements the timely, secure destruction of electronic corporate records when their prescribed retention periods elapse


Assists with implementation of Corporate wide Records Management Project


Applies records management principles to content in any electronic format and e-mail - bringing it under corporate control in support of regulatory compliance (e.g., SEC 17a, HIPAA, Data Protection Act, Sarbanes-Oxley Act)=20


Determines electronic repository needs and integration with existing systems=20


Analyzes electronic records and extract actionable metadata when needed=20=



Chooses which medium can best meet the requirements during all phases of a record's life cycle


Determines where redundant data exists on multiple media


Determines how and when data migration and deletion of electronic records will occur


Assists in the creation of file plans


Assists with the mapping of file plans with the retention schedules


Implements records management software and email management software


Orients and trains users with the records management software


Knowledge Necessary to Perform the Job:

Knowledge of the organization's computer applications and the content of the information contained.=20

Knowledge of electronic records management systems and procedures.=20

Knowledge of capital improvement plans and purchase requisitions.=20

Essential Skills:

This position requires a bachelor's degree in Computer Information Systems or directly related discipline and six to eight years related experience and/or training; or equivalent combination of education and experience.

Benefits include:

=20
=09
=09
*	Health and Vision Care Insurance=20
*	Dental Insurance=20
*	Short-term/Long-term Disability Insurance=20
*	Life Insurance=20
*	Voluntary Optional Dependent Life Insurance=20
*	401(K) Retirement Plan=20

	*	Personal Leave=20
*	Sick Leave=20
*	Adoption Benefit=20
*	Educational Reimbursement=20
*	Gym Reimbursement Program=20
*	Paid Holidays and Vacation=20




This E-Mail and any files transmitted with it are confidential and intend= ed solely for the use of the individual or entity to whom they are addres= sed. This communication may contain material protected by the attorney-cl= ient privilege. If you are not the intended recipient or the person respo= nsible for delivering the E-mail to the intended recipient, be advised th= at you have received this communication in error and that any use, dissem= ination, forwarding, printing, or copying of this communication is strict= ly prohibited. If you have received this communication in error, please n= otify the sender immediately.

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

------------------------------

Date:    Thu, 31 Aug 2006 10:32:16 -0400
From:    Chris Prince <[log in to unmask]>
Subject: Re: functional classification outline

Kim - I watched a webinar last week that you might find useful if you choose to conduct workshops in-house on building your functional classification schema:  "Practical Strategies for Taxonomy and Metadata Design."  Here is the link to the recording of the seminar: 

http://stellent.webex.com/stellent/playback.php?
Rnd=0.767001343404723&FileName=http://www.stellent.com/stellent3/groups/mkt/
documents/nativepage/p88012183.wrf

(Disclaimer:  This seminar was offered by Stellant.  I am not a current Stellant user nor am I promoting any of their products.  They just made available a very good webinar.)

Chris Prince, CRM/NS

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------------------------------

Date:    Thu, 31 Aug 2006 09:36:21 -0500
From:    "Carpenter, Laurie" <[log in to unmask]>
Subject: Re: Email Retention

Another factor to keep in mind when dealing with PST files and discovery, is the 2004 case involving Verisign where the company was required to produce the files in .PST format since that was the native format. It can be challenging to redact and exclude data in PST format, so a business could run the risk of waiving privileged documents or having to produce non-responsive documents because they were stored in the same PST file.

(Opinions my own and not those of my employer)

Laurie Carpenter, CRM
Records Manager
Koch Industries, Inc.
[log in to unmask]

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

------------------------------

Date:    Thu, 31 Aug 2006 10:35:12 -0500
From:    "Roach, Bill J." <[log in to unmask]>
Subject: Re: Email Retention

>>Another factor to keep in mind when dealing with PST files and
discovery, is the 2004 case involving Verisign where the company was required to produce the files in .PST format since that was the native format.<<

That would be logical under the Best Evidence Rule (standard disclaimer applies...I am not an attorney).  If the .pst files exist, they would be produced.  However, if their were no .pst files available, I doubt very much that such an order would have ever been issued.

Bill R

Bill Roach, CRM
Enterprise EDMS Coordinator
State of North Dakota
ITD/Records Management
701-328-3589

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------------------------------

Date:    Thu, 31 Aug 2006 11:45:38 -0500
From:    "Roach, Bill J." <[log in to unmask]>
Subject: OT: DataCap and CMS 1500

Greetings,

This is a bit off topic.  Is anyone out there using either DataCap or Captiva to process CMS 1500 medical claim forms?

If so, I would like to ask you some questions.

Thanks in advance.

Bill R

Bill Roach, CRM
Enterprise EDMS Coordinator
State of North Dakota
ITD/Records Management
701-328-3589

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

------------------------------

Date:    Thu, 31 Aug 2006 09:50:19 -0700
From:    Bil Kellermann <[log in to unmask]>
Subject: Re: Email Retention

Laurie:

There are systems available that allow you to create legally defensible "subset" .PST files that are responsive to the compliance or discovery request without compromising privileged or protected information.
Furthermore, in certain jurisdictions, 'claw-back' agreements can be made that are enforceable and allow for the recovery of privileged or protected material inadvertantly produced.  Note bene, not all jurisdictions uphold claw-back agreements, either as a matter of course, or without expensive additional judicial scrutiny.  So a production system cannot be engineered to rely on 'claw-backs' as a baseline.

William Kellermann, Esq.
Director, Corporate Legal Systems
CT Summation
[log in to unmask]
www.ctsummation.com


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Carpenter, Laurie
Sent: Thursday, August 31, 2006 7:36 AM
To: [log in to unmask]
Subject: [Medium Prob SPAM] Re: [RM] Email Retention

Another factor to keep in mind when dealing with PST files and discovery, is the 2004 case involving Verisign where the company was required to produce the files in .PST format since that was the native format. It can be challenging to redact and exclude data in PST format, so a business could run the risk of waiving privileged documents or having to produce non-responsive documents because they were stored in the same PST file.

(Opinions my own and not those of my employer)

Laurie Carpenter, CRM
Records Manager
Koch Industries, Inc.
[log in to unmask]

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

------------------------------

Date:    Thu, 31 Aug 2006 10:49:27 -0700
From:    "Smith, Michele" <[log in to unmask]>
Subject: Doc Control and Records Management

I'm looking for thoughts, stories, wisdom, etc. on how document control intersects with records management where document control supports process management but does not necessarily fulfill records management functions such as capture, classification, retention scheduling and retrieval. What are some of the issues or challenges that arise when these two co-exist?
=20
Michele Smith
Public Disclosure Coordinator
Alaskan Way Viaduct and Seawall Replacement Project
999 3rd Avenue, Suite 2424
Seattle, WA 98104
pho 206.267.6829
fax  206.382.5291
[log in to unmask]
=20

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

------------------------------

Date:    Thu, 31 Aug 2006 14:15:39 -0500
From:    "Russell D. James" <[log in to unmask]>
Subject: Ohio Delays Destroying 2004 Ballots

Interesting story on retention of records:
 
http://news.yahoo.com/s/ap/20060831/ap_on_el_pr/2004_dispute_ballots
 
 
Russell D. James, M.A.
MLIS student
Louisiana State University
[log in to unmask]
 

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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------------------------------

Date:    Thu, 31 Aug 2006 21:16:13 -0400
From:    Peter Kurilecz <[log in to unmask]>
Subject: ARMA International website

As of about 5:00 (CT) Thursday, ARMA HQ learned that visitors to www.arma.org were receiving a strange log-in box. We're not sure why, and have the host company's support team working on remedying it. In the meantime, if you receive the log-in box, click on "Cancel" twice and the site will load. Unfortunately you will likely have to do this on every page you try to access. The secured areas of ARMA's site ‚EUR" such as those in the My ARMA area and the shopping cart ‚EUR" are still secure and are accessed in the same way as always.


We regret any inconvenience and hope it will be fixed shortly.

Cyndy Launchbaugh
Director of Brand Integration & Marketing ARMA International

Peter A. Kurilecz CRM CA
Chair, Communications Committee
ARMA International
Richmond, Va
[log in to unmask]

________________________________________________________________________
Check out AOL.com today. Breaking news, video search, pictures, email and IM. All on demand. Always Free.

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

------------------------------

End of RECMGMT-L Digest - 30 Aug 2006 to 31 Aug 2006 (#2006-240)
****************************************************************

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