Client
Motorola Systems Solutions Group - Scottsdale, AZ

Problem
Motorola Systems Solutions Group (SSG), a major electronics and communications provider for the Federal government and the commercial sector is required to retain information about the products they manufacture, the prices presented in the contract bids, and the actual costs of manufacturing, and to provide it in digital form. Contractors must retain and release for audit any information that duplicates or replaces information previously maintained in hard copy or microfilm. Motorola SSG must assure the digital information that it retains is retrievable and readable when recalled for audit. Additionally successful bidders on government contracts must now demonstrate the ability to deliver, retain and retrieve all information about their products in digital form.

The Naremco Solution

• Conducted a comprehensive review of SSG's facilities, technology and procedures
  
  
• Prepared a report that presented specific and detailed recommendations for the creation of an effective digital records retention system, including:



• Responsibilities
  
• Changes to policies and procedures
  
• Methodology to collect information
  
• Records retention periods
  
• Specifications for media to retain digital records and the equipment required to house the media without loss of signal
  
• Procedures to protect digital records from damage, to assure the reliability of the various media used to retain digital records, to prepare the media for retention, transfer the digital records to storage, to maintain the data while stored, and to destroy the information when the retention period is completed.
  
• Recommendations to modify current mainframe records tracking systems to incorporate appropriate retention coding and create a PC workstation tracking tool.
  
• Equipment recommendations to permit the storage of local area network data directly on mainframe data cartridges.
  
• An implementation plan.

Client Benefits

• Allowed SSG to comply with the all Federal Acquisition Regulations.
  
  
• Release of thousands of tapes and cartridges currently retained for indefinite periods in the SSG computer center.
  
  
• Authorized retention Times to destruction of data when the retention period is completed.
  
  
• Procedures to protect digital media from loss of signal during long periods of retention as well as practices designed to preserve workstation data for shorter retention periods.
  
  
• Increased retrieval efficiency.

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