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RECMGMT-L  July 2013, Week 5

RECMGMT-L July 2013, Week 5

Subject:

Capitol Weekly: Ultimate paper chase: Saving California’s historical record

From:

Hugh Smith <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 29 Jul 2013 00:50:39 -0400

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (29 lines)

> Faced with exponentially growing electronically created information and the
> potential for a “digital Dark Age,” California is poised to change how it
> preserves the mountains of government documents generated since statehood

As this article mentions there is a push in California and in other states to convert to storage of records as media or in electronic storage or other methods. When they built the state archive building years and years ago we met with architects and the design model was to build an entire building of 18” thick walls and thus consider the whole building a vault.  ( I get this in a state with annual wild fires on a massive scale. )

We pointed out way back when and have been proven right with annual statistics from NFPA that fire starting outside the building and moving inside is not the major risk. (Even in California)  Arson, construction projects in the building and faulty wiring are the primary causes of fire.  All of those occur within the building so thick walls for the building are not the answer. 

We also pointed out that the holistic approach would consider vaulting the back up media for the state as other states do. (Indiana, Texas, Washington, Massachusetts, etc.) Flash forward to today and there is a trend to organizations protecting their most vital media. Some do this by mandating an offsite storage company with NFPA 232 Media Storage compliant vault or they build their own vaults and back up the media (archival copy) no site and then use electronic storage or server vaulting as part of the model.

Things I thought would occur in 2000 and in 2005 are now happening as organizations react to the myriad of sharp stick motivators (SOX, Rule 26, ESI, HIPAA, Affordable Care Act, PII and on and on) that really punish organizations for loss of their digital record. Also the ISO is having an affect as they detail how fragile media is.

Records Managers, Archivists and Information Governance should be driving some of these dialogs. The questions in 2013 are the same as when I first went to an ARMA conference. What are the vital records? What do I need to really protect? What happens if these records are lost? What is the real value of the records? 

I heard a CIO say that the electronic record is now “The Best Evidence” as it is the original and the paper copy is merely the printed output of a digital file. The file could be modified and reprinted, but the original digital information can in many cases be restored with digital forensics. Now that has to make your head spin??

But how people protect their information assets is undergoing an earth-shift.  Like a NASCAR race that I just walk in on, I don’t know if the car leading the race is winning or is it  9/10’s of a lap behind. 


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

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