72 Working with IBM Records Manager
practical is to perform scheduling more often and have the audit results be able
to convey the scheduling that occurred (for example, who triggered it, across
what type of records, what are the retention rules and date ranges).
IBM Records Manager provides a multi-step process for scheduling, each step of
which is auditable and can be reported on in summary or down to the individual
record destruction level. Scheduling logs can also be kept separately and can
even be exported in XML for reuse and reprocessing in the future.
Freedom of Information Act
The Freedom of Information Act (FOIA) searches or discovery requests are ever
more common. When mandated to do so, organizations must search across
unclassified information and provide copies of the original records. They must
also perform the search and provide the copies or a statement of when in a
reasonable period the results of the search will be produced, usually within a set
deadline as specified by law (for example, the U.S. Federal FOIA results or
statement are due within 20 business days).
What if an organization has appropriately destroyed or otherwise dispositioned
its records according to its approved retention schedule and records processes?
Simply stating “we no longer have the records related to that topic or issue” might
not hold up in the courts or the court of public opinion. With IBM Records
Manager use of
preserving metadata (but not preserving the actual record
content) and scheduling audit, the organization can show that past records
related to the topic existed but that according to, and with proof of action, the
standard records processes and schedules, such records were destroyed.
Organizations must always demonstrate
consistency in processes and actions
related to records.
Discovery is the process of searching across all content (whether or not the
content includes records) and identifying those that match the discovery and hold
order, usually when ordered by courts (and related to hold orders). After being
filtered to remove anything under any attorney-client privilege or other classified
restriction, and following negotiation with both sides of the legal issue on the
terms and issues to search on, the results must be made records (if they are not
already), placed on a hold (so they remain until the end of the legal issue), and
exported to opposing council (can be to a CD archive of some size in some