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]

If you are a city employee and need IT assistance please submit a ticket to the IT Help Desk.

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]

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]
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]
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

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www.vita.virginia.gov

Telephone: 804.416.6191

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