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Sheri:

A question and perhaps an answer.

Is all the voice converted to text, or are voice files used for things such 
as reminders.

If all voice is converted to text, I might consider the voice part 
transitory until the text is committed to the use (e.g. the e-mail or text 
message is sent in text form, the reminder is recorded in Outlook, etc.).

My reasoning behind this might be dated, but when I was a municipal records 
manager, our schedules indicated that we would dispose of voice recordings 
of meetings (say City Council) once the minutes of the meeting were 
approved.  Now that was a few years back, and now some such bodies may 
decide that the voice/or video might be something that should be retained 
for a longer time.

Another similar situation was previous federal records schedules that called 
for the retention of word processing files until the document was finished 
and sent, filed, etc.  IIRC.

Tod Chernikoff, CRM
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--------------------------------------------------
From: "Nystedt, Sheri" <[log in to unmask]>
Sent: Wednesday, March 11, 2009 11:20
To: <[log in to unmask]>
Subject: [RM] Use of Online Productivity Tools

> I am curious as to whether any of you have a policy in place that allows
> the use of online productivity tools such as JOTT, and if yes, how are
> you handling the recordkeeping aspects of it.   JOTT is basically a
> voice to text service that allows someone to send emails, text messages,
> set reminders, post to web services, etc. with their voice.
>
> Appreciate your insights!
>
> Sheri Nystedt, CRM
> Senior Compliance Manager
> [log in to unmask]
>
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