You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Leslie, I can't specifically address local governments but I read GS-113, Series 000154 (state agencies) giving us that latitude. At ODU we use our back-up dates for DR purposes only and follow a rotation schedule. We overwrite the tapes in accordance with the schedule and industry standards. Once the tapes can no longer be used due to wear and tear they are pulverized. 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 Fuentes, Leslie Sent: Wednesday, April 23, 2014 1:36 PM 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). # # 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]>. 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)