Government // Cloud computing

Agencies Going 'Cloud First' Face A Records Riddle

Federal agencies moving email to the cloud risk a records management train wreck unless they plan well, NARA warns.

A graduate student reviews microfilm records at the National Archives and Records Administration (from NARA video).
A graduate student reviews microfilm records at the National Archives and Records Administration (from NARA video).

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WKash
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WKash,
User Rank: Author
3/12/2014 | 9:08:43 PM
Re: Records Riddle: NARA simplifies, automates email archiving
Thanks for noting, Charlie.  NARA's IT leaders insist the contextual scanning tools available today, that help attorneys scan and catalog 10s and 100s of 1000s of documents have gotten good enough lately to tackle the job. But setting the rules up correctly remains a fine art.  If there's anyone to watch, its NARA.
Charlie Babcock
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Charlie Babcock,
User Rank: Author
3/12/2014 | 12:42:41 PM
Records Riddle: NARA simplifies, automates email archiving
It tooks an integrated project team three years to come up with a way to designate Google email as tempory, permanent or nonrecord and build an automated way of acting on those designations? Well, it hasn't been done before, I'll give them that. And if it's automated, that finally removes the human trying to classify and capture keywords from millions of emails being moved into archival folders. Many agencies and businesses should be following the NARA example, except maybe for the three years.
jagibbons
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jagibbons,
User Rank: Ninja
3/12/2014 | 12:19:19 PM
This problem plagues private industry too
Most major migrations, whether from legacy to cloud or just from one toolset to another may face issues about what to do with historical data that can't be tossed but would be prohibitively costly to migrate/translate into the new venue. Companies need to think about this when undertaking a major project like a move to cloud-based email or even from tape backup to cloud backup. Sometimes it means keeping the legacy tool around for a while until those old records expire.
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