Record Retention Research Articles

Hierarchical storage management: leveraging new capabilities

E-commerce has created new problems in data management as mission-critical data swells a business' database into the terabytes. IT shops must efficiently manage data and still provide a rock-solid system with guaranteed 24/7 access. Finding a way to effectively fulfil this mission requires rethinking traditional data management methods. Among the many tools already available, hierarchical storage management (HSM) is an effective data management solution for this demanding new environment. HSM enables centralized data management across a variety of storage platforms, such as servers, RAID (redundant arrays of inexpensive disks), magneto-optical jukeboxes, and tape libraries. It maintains data through a three-level management system. Level one is online data maintained in an online server volume or RAID. Level two is infrequently accessed data; so HSM maintains it in slower storage platforms. Level three is offline data stored in a tape library or on shelved media. The business rarely accesses such data, basically keeping it to comply with record retention rules.

Collection of data for occupational epidemiologic research--results from a survey of European industry.

This study was carried out to provide information on the development of recommendations for the harmonization of record collection and retention by European industry to aid future epidemiologic research. A postal survey was carried out of 500 companies, stratified by size, in each of the 7 member states of the European Union. Three questionnaires were used respectively focusing on biographic and work history information, health records, and records containing information on exposures. Each questionnaire investigated the data items collected, the data format and location, the length of retention and factors influencing the length of retention. The response after 2 reminders was 39%, 42%, and 33% for the biographic, exposure, and health questionnaires, respectively. Most companies recorded surname, first names, gender, address, postal code, and date of birth, but information on children, place of birth, and nationality were less frequently recorded. Overall, 26% of the companies had an occupational health service, 56% using a contract service, but the percentages varied greatly between countries. Over 85% of the French and Spanish companies carried out routine health surveillance compared with 20% of the companies in Germany and the United Kingdom. Exposure was generally measured for noise (84%), but only 48% of the companies measured chemicals and particulates. Measurements were more common for specific locations (73%) than for particular jobs or individual workers. Approximately 70% of the records were discarded within 10 years, French companies being the most likely to retain all types of records. Legislation was cited as the strongest influence on retention policies. Unless both individuals and industry are made more aware of the importance of record keeping, future occupational epidemiology in Europe will remain limited.

Retention of Records in Obstetric Ultrasound

Retention of Records in Obstetric Ultrasound

Creation and Implementation of a Computer Validation Program

Computer validation programs should be developed and implemented to ensure that systems and programs perform their intended functions. The process of computer validation is broken down into ten components: administration, requirements, design, testing, operation, security, maintenance, change control, record retention and periodic review. Company guidelines and government regulations also must be considered. Implementation of a validation program involves creating awareness, providing training and education on an ongoing basis, and developing a method of auditing to determine level of compliance and enable appropriate adjustment. In addition, it is recognized that responsibility for a system ultimately rests with the end-users.

Record retention: how long?

Record retention: how long?

To Keep or Not to Keep, That is the Question Addressed by the General Disposal Schedule

In this paper the author discusses some of the factors which need to be taken into account when considering the disposal of records. Results of a review of the literature on record retention are presented and key issues affecting the question of record disposal discussed. The author concludes that the cost of indefinite retention of records would greatly exceed the costs associated with the occasional case where defence to an action for damages is handicapped by the absence of records. (AMRJ 1988, 18(3), 107–110).

The Archivist's First Responsibility: A Research Agenda to Improve the Identification and Retention of Records of Enduring Value

What archivists select for preservation largely determines the nature of their work and the role of their profession in society. Yet, the archival profession has much to do in developing appraisal theory and practice that cope effectively with modern documentation. This essay starts with the recently published report on the profession's goals and priorities, and proposes a research agenda that could strengthen archival appraisal and the profession's ability to document society. The authors suggest research projects to examine the nature of the documentary record, to determine the interrelatedness of archival records, to assess how to deal with the growing quantity of automated records, to relate the development of automated descriptive systems to appraisal, and to assess the quality of the documentary record. The authors also describe the potential value of documentation strategies in dealing with some of these appraisal concerns.

Retention of Medical Records at Sydney Hospital

Determining retention policies for the accumulated three and one half kilometres of patient records has become a priority at Sydney Hospital. This has involved a careful consideration of how the retention of a proportion of the total records can be reconciled to the function of the medical record. The techniques of culling, sampling and selection are discussed and an outline of the solution agreed at Sydney Hospital is given.

FBI files, the national archives, and the issue of access

The article surveys archival retention and access policy, arguing that the FBI's historic violation of privacy rights necessitates historical research into FBI files even though this involves research into individual case files. The author further challenges the National Archives' earlier failures to meet its record retention responsibilities and the adverse consequences for historical research.

Guide to the Retention and Preservation of Records with Destruction Schedules

Guide to the Retention and Preservation of Records with Destruction Schedules

Retention and Dissemination of Arrest Records: Judicial Response

Retention and Dissemination of Arrest Records: Judicial Response

Appraisal Criteria for Retention and Disposal of Business Records

business records should be retained? Which business records should be discarded? Every business archives with a space problem has appraisal criteria, formal or informal, for maintaining and disposing of materials. Every business archives threatened by a space shortage inevitably must develop such criteria. Archivists with business holdings are well equipped often better equipped than business historians to determine which records should be kept and which should be thrown away. But the views of the business historian, as the chief client of the business archives, perhaps can help the archivist to improve his retention-disposal criteria. If this premise is correct, the following suggestions for the handling of business materials may be of interest and value to those who must pare burgeoning business collections.

Retention of Medical Records

Retention of Medical Records

Retention and Preservation of Business Records

Retention and Preservation of Business Records

State Microfilming Programs

Technical Advisory Committee on Microphotography undertook, for its principal activity in 1957, a survey of the status of centralized microfilming activities in the 48 States. It was decided to query the States not only about their microfilming programs but also about the relation of microfilming to their archival activities and to their record management program, if any. All the responses were informative, but unfortunately some States made no replies whatever. By and large, these were the States from which the committee has had difficulty in obtaining information in previous surveys. No attempt has been made to recapitulate and incorporate the material presented in previous reports on the subject, notably the contributions of Lola M. Homsher, Mary Givens Bryan, and Dolores C. Renze. The material presented here shows a remarkable disparity both in the use of microphotography as a tool and in the place it holds in a table of organization. A few States have highly developed microfilm programs, centrally organized and operated, with a real understanding of the distinction between archival, record management, and procedural purposes. The most advanced programs use microphotography for all three purposes. Most of the States, however, appear to be using microfilm in only one or two of its possible applications. There appears to be a structural dividing line in most States that operates to prevent the centralization of microfilming. The archivist or comparable officer has authority to use microfilm for archival and historical purposes and sometimes to assist in record retention, but microfilming as a procedural tool for use with current records is usually the function of other agencies of the State government. Although some of the persons replying expressed the belief that microfilming may be overused and therefore may come into disrepute, most persons reported that they were overcoming pre-

An Experiment in the Retention and Preservation of Corporate Records

An Experiment in the Retention and Preservation of Corporate Records

An Experiment in the Retention and Preservation of Corporate Records

The growth and development of modern private business enterprise has been accompanied with a slowly maturing realization of the value and importance of both current and historical records. The ever-increasing accumulation of records and, in most instances, the entirely inadequate methods of retention, preservation, and storage have drawn attention to the growing need for the establishment of a methodical retention procedure. Such a costly solution as a program for new construction offers a sad commentary on management; the question of available space resolves itself into a problem of management.