This issue is managed by requiring people to transfer e-mail content to be
retained beyond the auto destruct date to a more stable filing system
(electronic or otherwise), the content of which is managed by retention
schedules. It is no bad thing to discourage the accumulation of long-term
e-mails.
Deirdre Sharp
UEA
>-----Original Message-----
>From: Hufton, Mary [mailto:[log in to unmask]]
>Sent: 28 June 2004 14:43
>To: [log in to unmask]
>Subject: FW: Email policy
>
>
>I would not advocate destroying emails after a certain time as the main
>measure for managing emails. I believe the organisation's retention
>policy/schedules should apply in the same way for hard copy or
>electronic
>records. It is the issues or subject of the emails that are
>important rather
>than their format. I assume one wouldn't contemplate destroyng all hard
>copies after say 6 months, so why emails? Apologies if I have
>misunderstood
>what you meant by emails in personal folders.
>Regards Mary
>
>Mary Hufton,
>Central Services Manager
>Policy and Central Services
>Nelson Rd., Ystrad Mynach,
>Hengoed. CF82 7WF
>Tel /ffon. 01443-864261
>ext email/ebost. [log in to unmask]
>
>
>
>> ----------
>> From: PEPLER, Jonathan[SMTP:[log in to unmask]]
>> Reply To: PEPLER, Jonathan
>> Sent: 28 June 2004 10:17
>> To: [log in to unmask]
>> Subject: Email policy
>>
>> In Cheshire we are wrestling with the problems of developing and
>> implementing a policy for the management of emails (we have
>plenty of good
>> practice and acceptable use do's and don'ts). While there is general
>> agreement that "something should be done", there is much
>less agreement
>> about what; our problems are compounded by the lack of ERMS
>across the
>> authority, or, indeed, specific software for "archiving" emails.
>>
>> The expedient we proposed is automatic destruction of emails
>in personal
>> folders after a fixed period, and the use of shared folders
>to replicate
>> existing filing schemes; we have not yet explored combining
>this approach
>> with limiting the size of folders (currently this is left to
>individual
>> consciences(!)). Automatic destruction has raised many
>negative responses
>> and it has been suggested that it could be interpreted as a
>way of, in
>> effect, rewarding failure to manage - the problem is simply
>taken away.
>>
>> I am sure we cannot be alone in trying to address the
>problem. If anyone
>> out there has found the answer, I would be delighted to hear
>from them,
>> either on or off list
>>
>> Thanks
>>
>> Jonathan Pepler
>> County Archivist and Data Protection Officer
>> Tel 01244 603391
>> Email: [log in to unmask]
>>
>>
>>
>>
>>
>>
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