Bob
I agree that email shouldn't be a separate record series although it can be
difficult getting that message across to people within the organisation!
However our current email policy is prepared by our IT section and is really
an email etiquette policy telling people what you can and can't do re use of
email system. At the moment there is just a passing reference to that fact
that some email constitutes official records of the county council. The
previous version was worse still with heavy emphasis on deletion to keep the
mailbox down. I want to add statements to the existing policy to do just
what you outline below. However I hope that the Corporate Electronic Records
policy will pull this together.
At the moment we don't have and EDRMS system and so people save stuff onto
shared network drives for each section within the county council. I'm going
to encourage them to do this with their emails rather than leave them
lurking in their Inboxes. I have been told that RTF or text format is the
best way of saving them but I'd appreciate your thoughts on this?
Thanks,
Jo
~~~~~~~~~~~
Joanna Terry
Electronic Records Manager
Modern Records Unit
County Hall
Spetchley Road
Worcester
WR5 2NP
Tel: 01905 728544
Fax: 01905 766698
[log in to unmask]
http://www.worcestershire.gov.uk/records
> -----Original Message-----
> From: Robert Nawrocki [SMTP:[log in to unmask]]
> Sent: Thursday, February 13, 2003 1:39 PM
> To: [log in to unmask]
> Subject: Re: Corporate Electronic Records policy
>
> Jo:
> In my organization we do not view e-mail as a records series. Rather it is
> the content of the e-mail which determines
> Which records series is the most appropriate. It is concerned about the
> storage of e-mails on the servers. You will need to provide guidance on
> how
> the user determines which e-mails are records, how to segregate those off
> in
> a protected server and then arrange for their disposal once the retention
> period has expired. Not all e-mails are records but those of a substantive
> nature as determined by the content and the person who sent it will
> determine whether it is a record.
>
> You will also need to make sure what metadata you will need to retain for
> the e-mails. Hope this helps feel free to contact me off-line.
> Bob
> Robert F. Nawrocki
> Electronic Records Coordinator
> Records Management and Imaging Services Division
> Library of Virginia
> 800 East Broad Street
> Richmond, VA 23219-8000
> 804.692.3505
> [log in to unmask]
>
> Innovate and Infuriate
>
>
>
> -----Original Message-----
> From: Terry, Joanna (Record Office) [mailto:[log in to unmask]]
> Sent: Thursday, February 13, 2003 7:31 AM
> To: [log in to unmask]
> Subject: Corporate Electronic Records policy
>
>
> Dear all
>
> I am starting work on drafting a Corporate Electronic Records policy for
> my
> organisation. The intention is that this will be (hopefully!) approved by
> our chief officers' management board and will sit within an Information
> Management strategy. I've looked at the PRO guidance on producing a policy
> but would appreciate looking at ones that have already been completed. If
> you have, or a working on, an electronic records policy please contact me
> as
> it would be helpful to gain tips/suggestions on how to go about this.
>
> Additionally our IT section is currently updating our email policy and
> I've
> managed to get them to agree to me having a look at it before it is
> approved. Currently there is no records management element to the policy
> with the emphasis on deletion to free up mailbox space. Again if anyone
> has
> produced or been involved in an email policy I would be grateful for
> suggestions or the possibility of being able to look at such policies.
>
> Sorry to ask so many questions in one post! I will of course share
> comments
> with the list.
>
> Thanks in anticipation.
>
> Jo
>
> ~~~~~~~~~~~
> Joanna Terry
> Electronic Records Manager
> Modern Records Unit
> County Hall
> Spetchley Road
> Worcester
> WR5 2NP
> Tel: 01905 728544
> Fax: 01905 766698
> [log in to unmask] http://www.worcestershire.gov.uk/records
>
>
>
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Privileged/Confidential information and/or Copyright Material
may be contained in this email. The information and Material
is intended for the use of the addressee(s) only.
If you are not the addressee or the person responsible for
delivering it to the intended addressee(s), you may not copy or
deliver it to anyone else or use it in any unauthorised manner.
To do so is prohibited and may be unlawful. If you receive this
email by mistake, advise the sender immediately by using the
reply facility in your email software.
Any views or opinions presented are solely those of the author
and do not necessarily represent those of Worcestershire County
Council.
Although this email and attachments are believed to be free of any
virus or other defects which might affect any computer or IT systems
into which the are received, no responsibility is accepted by
Worcestershire County Council for any loss or damage arising in any
way from the receipt or use thereof.
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