Peer to Peer Magazine

17 WWW.ILTANET.ORG BEST PRACTICES CDs and Flash Drives and Hard Drives, Oh My! of fiy of them is a lile more tricky. We use a dual barcode system: two identical printed labels, with one label going directly on the CD, hard drive or thumb drive itself and the second on the clear plastic evidence bag into which the item is placed. Now that the item is labeled and ready to go the RM team, we ensure that we are communicating the necessary information to them. We developed an internal form on our SharePoint intranet site that contains several fields: the barcode number, client maer name and number, date the item was received and if it was passed along to another person (internal team member, vendor or client). We also have an area at the boom for any additional comments. These specific fields have worked best for our teams, but there are a variety of ways to structure this form, depending on your environment. Submiing the form triggers an email to RM, which they enter into our information records manager system. This system tracks when the media are received, who starts the chain of custody and where they currently reside. It is now time for the media to go to RM. To mitigate the risk of media being lost in transit, the person that filled out the form sends an email to the RM team leing them know the media are en route to them. Once they are delivered, RM acknowledges receipt. Finally, we worked with RM to create a secure location to meet our IG need for storing and securing data. This task was probably our easiest, as we already had a secure room that we simply converted to a media storage area. We used shelving, updated the secure lock code and designated who had access. Developing a streamlined and secure approach to the chain-of-custody process for external media can seem daunting at first, but the hard work pays off. Your firm will gain peace of mind knowing that client data is tracked, secure and quickly accessible when the need arises. P2P JOSHUA JOHNS Joshua Johns is a manager of platform, process and information governance in the client technology solutions group at Faegre Baker Daniels. As the head of the Information Governance Steering Committee, Josh manages the overall scope and workflow of the committee. JENNI SMITH Jenni Smith is a member of the client technology solutions operations team at Faegre Baker Daniels. Jenni is also a member of the Information Governance Steering Committee, where she coordinates documentation and is responsible for project management.

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