You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Bruce, is right on target with this one. I believe different localities and agencies may have different schedules for backup schedules and retention of backups. Managing destruction of individual files based on the content of a specific file is problematic since backups usually cover systems and large data stores and not specific files unless the user notifies IT or a costly content management system is implemented for all files. One approach might be for the LVA to allow any file's backup to be destroyed based on the backup schedule of the locality/agency. So for instance if the organization sets a standard of 90 days backup retention then any electronic file would have it's backup destroyed in the 90 day cycle after the file's destruction. That would solve the discrepancy between backup retention and individual file retention. However, Bruce's example of files "reappearing" after destruction would not be solved. That is a bit more complex. Leslie Fuentes Director of Information Technology City of Hampton 22 Lincoln Street Hampton, Virginia 23669 (757)727-6411 [log in to unmask]<mailto:[log in to unmask]> If you are a city employee and need IT assistance please submit a ticket to the IT Help Desk<mailto:[log in to unmask]>. From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of White, Bruce L. Sent: Wednesday, April 23, 2014 11:25 AM To: [log in to unmask] Subject: Re: Destruction of electronic records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Ahh, but that is easier said than done. The proliferation of both paper and electronic copies in various repositories poses challenges. Eric's example of back-ups adds to our headaches. In the perfect world (the Holy Grail so to speak) every document would be stored in an enterprise content management system or one or two locations/repositories. Before I sign off an RM-3 I contact all offices that might have copies and inform them that the records can be disposed. Can I be sure they have following my instructions? Pretty difficult since I don't have access to their shared drives, SharePoint sites, email and other potential repositories and means. This requires lots of outreach and follow-up. I would also include some praying with the hope that the records don't mysteriously appear due to litigation or a FOIA request. Bruce L. White, MBA, CRM, PMP University Records Manager Dept. of Information Technology Services Old Dominion University Perry Library, RM 3000D Norfolk, VA Norfolk, VA 23529 Tel: 757-683-7017 [log in to unmask]<mailto:[log in to unmask]> http://www.odu.edu/about/compliance/records From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Gutshall, Jay (DEQ) Sent: Wednesday, April 23, 2014 10:18 AM To: [log in to unmask]<mailto:[log in to unmask]> Subject: Re: Destruction of electronic records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Eric, When you fill out the RM-3, you are certifying that all of the records past their retention for that series have been destroyed regardless of format, this should include the records in Sharepoint, copies, back documents, and even paper. Thank you. Jay DEQ 698-4402 From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Perkins, Eric B. (VITA) Sent: Wednesday, April 23, 2014 9:19 AM To: [log in to unmask]<mailto:[log in to unmask]> Subject: Destruction of electronic records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Records Officers, We are seeking guidance regarding the destruction of electronic records in compliance with the Library's retention and disposition schedules. Once an electronic record reaches the end of its scheduled retention period and is destroyed in compliance with its scheduled method of disposition, how is the destruction of copies and backups of the records accomplished? As an example, you have destroyed a record in SharePoint in compliance with its retention and disposition schedule but the backup copy is held for a year. How do you achieve timely destruction? Thank you, Eric B. Perkins Enterprise Architect, Customer Relationship Management Virginia Information Technologies Agency (VITA) VITA - Enabling the Business of Government [log in to unmask]<mailto:[log in to unmask]> www.vita.virginia.gov<http://www.vita.virginia.gov> Telephone: 804.416.6191 To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) ________________________________ Spam<https://www.spamtrap.odu.edu/canit/b.php?i=01LRqlyN7&m=32b13756e481&t=20140423&c=s> Not spam<https://www.spamtrap.odu.edu/canit/b.php?i=01LRqlyN7&m=32b13756e481&t=20140423&c=n> Forget previous vote<https://www.spamtrap.odu.edu/canit/b.php?i=01LRqlyN7&m=32b13756e481&t=20140423&c=f> To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page)