Another simple solution I have come across is to drag and drop emails into a
controlled folder structure in Windows Explorer. This has the added
advantage of removing the concept of filing away from Outlook and ensures a
more complete file (all electronic records/documents in one place).
Double-click the email from Windows Explorer and it opens looking just as it
did before.
Regards,
_______________________________________________
Hannah Dunmow
EUROPEAN COMMISSION - DG TRADE A1 (Document Management Centre)
CHAR 07/18
rue de la Loi 200
B-1049 BRUSSELS
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Tel: +32 (0)2 295 90 51
Fax: +32 (0)2 299 82 77
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Eldin Rammell
Sent: Thursday, March 31, 2005 5:25 PM
To: [log in to unmask]
Subject: Re: Email as records
A simple solution I've seen some organisations implement is to have an
auto-delete policy such as Tom suggests, combined with the CONTROLLED use of
Outlook group folders (PST files). The warning is that this only works when
backed up by good, documented procedures, good training and compliance by
users (implement an audit programme to assure compliance).
Any email not deemed to be a record is deleted after a brief period of time.
Any email deemed to be a record is moved into the appropriate project folder
which has an appropriate retention period applied. Without even using
Outlook add-ins, simple meta-data can be applied using appropriate folder
naming conventions, Outlook categories, subject headers and file names.
Not the most ideal solution, but one that can work, doesn't require an EDMS
and is cheap.
Regards,
Eldin.
Mobile: +44 (0)7940 859721
Tel: +44 (0)1304 381691
Fax: +44 (0)8707 623115
Email: [log in to unmask]
http://www.rammell.com
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Peter Kurilecz
Sent: 31 March 2005 16:00
To: [log in to unmask]
Subject: Re: Email as records
On Thu, 31 Mar 2005 15:40:56 +0100, tom wilson
<[log in to unmask]> wrote:
> The best way of archiving email is to automatically delete after 90 days.
>
> Anything which is a record should be stored in the EDRMS.
All well and good, but what if your organization doesn't have EDRMS?
mmmm? what's the solution then?
the problem lies with educating the users to not use their email
system as their filing system. I agree that something must be done to
force users to manage their email, but deleting after 90 days may be
problematic. I know it is here in the States.
--
Peter Kurilecz
Richmond, Va
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