Sent:
To: KIRK Rebecca
Cc: CRUMBLE Ella; VICK Nicole R.; STEVENS-SCHWENGER Joanie
Subject: RE: Rule archive question - VICK Nicole R.
Importance: Normal
Beccy,
I am not certain a meeting would be effective right now since we are currently developing our process for where to locate any modeling data, emissions inventories, etc . that helped develop rules. It seems like there are no specific IT guidelines for how we store large data files. Currently, these are stored on personal and program drives – this results in duplication.
The driver, like we talked about last year, is that we have moved to a centralized rulemaking record location. This meets Kaizen recommendations AND the legal requirement to maintain the rulemaking record for 10 years after the rule expires. Starting with 2013 rulemaking activities, no rulemaking records may be stored on personal, program or division drives. This means we will STOP having duplicate repositories.
About emails, we need a way to move them off outlook and archive them in the rulemaking record. Like we talked about are training staff on how to identify their emails using naming conventions such as name their will be training staff on how to save the latest thread and in
From: KIRK Rebecca
Sent: Thursday, September 06, 2012 9:59 AM
To: VANDEHEY Maggie
Cc: CRUMBLE Ella; VICK Nicole R.; STEVENS-SCHWENGER Joanie
Subject: RE: Rule archive question - VICK Nicole R.
All,
Do we need to meet on this to get to a solution?
From: KIRK Rebecca
Sent: Tuesday, September 04, 2012 9:41 AM
To: VANDEHEY Maggie
Cc: CRUMBLE Ella; VICK Nicole R.; STEVENS-SCHWENGER Joanie
Subject: RE: Rule archive question - VICK Nicole R.
Maggie,
I’m looking for the procedures to date that are driving this. Mainly is this data duplicate of other data that we have on the network or will it be the sole source of the data? But if you have overall procedures it would be helpful to see.
From: VANDEHEY Maggie
Sent: Tuesday, September 04, 2012 9:22 AM
To: KIRK Rebecca
Cc: CRUMBLE Ella; VICK Nicole R.; STEVENS-SCHWENGER Joanie
Subject: RE: Rule archive question - VICK Nicole R.
Hi,
We had space concerns for these large files; therefore, we are asking for IT best practices so we can incorporate them into our procedures. We are developing procedures for capturing modeling data used to inform a rulemaking and refining procedures for capturing the email record.
· Starting with the 2013 rulemaking cycle, rulemaking records in progress may not be stored on individual or program locations. Rule Design Teams will use SharePoint as their collaborative space and Rule Development for non-collaborative work.
· We have naming conventions and best practices for capturing emails but we don’t have an IT best practice for moving off Outlook to Rule Development.
· After we file a rule and the rulemaking record is complete, the Rules Coordinator moves the record to the read-only Rule Archive.
· We plan to keep electronic records for 10 years for ease of research. We also plan to revisit the long-term storage options at that time.
Thank you.
Maggie
X6878
From: KIRK Rebecca
Sent: Tuesday, September 04, 2012 8:51 AM
To: VANDEHEY Maggie
Cc: CRUMBLE Ella; VICK Nicole R.
Subject: RE: Rule archive question - VICK Nicole R.
Maggie,
Do you have a procedures document for the Rules procedures that I can review? I have some concerns about space needs for this.
From: VANDEHEY Maggie
Sent: Tuesday, September 04, 2012 8:31 AM
To: Helpdesk - Headquarters; MORENCY Wendy; NGUYEN Dennis P
Cc: VICK Nicole R.; CRUMBLE Ella; KIRK Rebecca
Subject: RE: Rule archive question - VICK Nicole R.
HI,
The rules coordinators know the records retention policy for rulemaking (keep everything until 10 years after repealing the rule – forever) and they know where to store the record (Rule Archive.) As a group, we want to respect any IT’s best practice for storing space-munching files. Additionally, do we have a format for saving emails to Rule Archive.
Thank you.
Thank you.
Maggie
X6878
From: Helpdesk - Headquarters
Sent: Friday, August 31, 2012 1:13 PM
To: VICK Nicole R.; VANDEHEY Maggie; CRUMBLE Ella; KIRK Rebecca
Cc: Helpdesk - Headquarters; NGUYEN Dennis P; MORENCY Wendy
Subject: Rule archive question - VICK Nicole R.
Hi Nicole,
I’m forwarding this email to the top three persons and I hope each one will have some input for you:
1. This related to Rule Archive, so Maggie V. is a focal point
2. Also about Record retention, so Ella C. is a focal point
3. And the file size (Tetra bytes) and where should be stored?, so Rebecca K. (IT Manager) is taking care of it.
Thanks for contacting the Helpdesk - Headquarters,
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From: VICK Nicole R.
Sent: Friday, August 31, 2012 12:11 PM
To: Helpdesk - Headquarters
Subject: Rule archive question
I have a question regarding a best practice. I have a rule writer that has large electronic files associated with an older rulemaking (that was adopted back in 2010).
To comply with record retention, this person is organizing the files. Here are my questions:
1. Where should this be stored? Can Rule_Archive handle this?
a. Some of these files are terabytes (modeling info)
b. Is there a particular format that works best for storing such files?
I want to comply with record retention, be sure ONE spot is utilized and that it is aligned with best IT practices.
Please advise.
Thank you,
Nicole