Preserving and Disposing of Information

Preserving and Disposing of Information

Copyright: © 2019 |Pages: 21
DOI: 10.4018/978-1-5225-8410-0.ch013

Abstract

This chapter focuses on the preservation and disclosure stage in the information lifecycle. The chapter identifies the key questions to answer in formulating an information strategy. Concepts associated with these issues and the consequences of ignoring them are explained. The issues are also interpreted in different internal operating environments and in the context of future business environments.
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Key Questions

Chapter 13 provides a deep dive into the into key questions and decision points in the preserve and dispose stage of the life cycle. We offer 39 key questions to ask as you develop a strategy to support the creation and capture of information. The questions also form the basis of an audit of information assets. An audit should ask and answer all of the questions listed in this chapter. From these answers you should be able to judge the strength or weakness of assets in this stage of their life cycles.

These questions are organized into five easy to remember categories to help you work through them as you work on your strategy. We do not offer answers to these questions because only you can determine which answers best suit your environment. There is no single right or wrong answer. Short explanations are provided for key concepts as background and context. These explanations also serve as a working reference source for both business and information professionals.

The What Questions

Your strategy should explain…

  • What you define as a record or official copy?

  • Types of information that should be retained?

  • Types of information that should be disposed?

  • Types of information that should be preserved?

  • Classes of records in a way that is understandable by staff?

  • Schedules for retaining records?

  • Schedules for disposing of records?

  • The legally acceptable format (i.e., print, digital) acceptable for documents

  • The preferred locked down format of digital records?

  • External standards or legal requirements guide records management actions and decisions?

  • Records hold policies that may be invoked as needed?

  • Metadata attributes required for recordkeeping?

  • Metadata attributes required for preservation?

  • Particular recordkeeping conventions that may pertain to specific types of content (i.e., financial data, personnel data, legal documents, etc.)?

  • The status values for records?

  • Whether destruction of convenience copies is a recommendation or a requirement?

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