The challenges of an electronic record retention program

by on July 8, 2009 · 0 Comment POSTED IN: HR Info Center

Electronic record retention programs have special problems due to the volume and speed of information flow.

Your electronic record retention plan is an essential area. Electronic records and emails they present special retention and production problems.

92% of all information just in the world generated in 2002 was kept in digital form.
These days nearly all conventional documents and other business activities are being computerized. Email traffic has long since surpassed telephone and postal communications.. That email traffic is becoming the primary motive of business and commercial communication today. Millions of transactions with legal significance, whether they be personnel decisions or whether they be financial transactions are taking place over the wires using computer-based programs or computer-based applications.

And one of the things is the importance of electronic records are that electronic documents give you a lot more information than a hard copy paper document. There’s a lot of difference in volume, location and volatility possible in the electronic record retention program

Information volume in electronic record retention
Look at the information volume. In an email in particular, just the electronic copy of the email is going to give you so much more information than the paper print out of that particular email is going to give you. That’s what we call the metadata. It will tell you who received the email, who it was forwarded on to. It will show you blind copies. The metadata of a Word processing document can potentially show you deletions, edits, who made the deletions and edits.

Sophisticated attorneys these days are eschewing the paper copy of the document and asking for the electronic copy of the document because just in addition to the actual document, the final product, you can also get very important information on the background of that document and how it came into being.

Electronic records tend to move at a high velocity and they tend to accumulate a very large volume of information creating major concerns in electronic records retention.

Edited remarks from the Rapid Learning Institute webinar: “Personnel Document Retention: What to Keep, How to Keep it & Why it Matters” by Matthew Gilley Esq.

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