_=_NextPart_001_01C57B05.4CA2B7CF
Content-Type: text/plain; charset="iso-8859-1"
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With Philip here too, in part. I take myself back to paper only, then cons=
ider what we did achieve and could have achieved at that time. I then rela=
te what we have available today. Much of my current experience relates to =
poor document management as a result of having platforms such as internet e=
xplorer for file management purposes and its poor interoperability with e-m=
ail solutions.
=20
At present I intend to investigate the use of our e-mail client - outlook =
with our EDRMS Wisdom V6 and associated Workflow, Skelta. My view is that =
such solutions, if managed and developed well, should be sufficient for man=
agement of e-mail, I do not subscribe to the the view that all should be ca=
ptured, this may be more relevant for commercial organisations (no FOI, at =
present!), my view is that it is a kop out from making decisions about the =
content and the proper use of good records management principles surroundin=
g File Management and Retention and Destruction arrangements.
=20
Products are available to facilitate auto classification if the business de=
mand was sufficient - we are investigating this at present. I am undecided=
on this aspect given we are human and file the same information into diff=
erent places based on a human rationalisation of the content and its releva=
nce to the file plan.
=20
Regards
____________________________________________
Paul Dodgson=20
Compliance Manager
Information Management Team=20
Chief Executive's Department=20
Leicestershire County Council=20
E-mail: mailto:[log in to unmask]
=20
Tel: 0116 265 8250=20
-----Original Message-----
From: The UK Records Management mailing list [mailto:RECORDS-MANAGEMENT-UK@=
JISCMAIL.AC.UK]On Behalf Of Jim Whitaker
Sent: 27 June 2005 09:41
To: [log in to unmask]
Subject: Re: E mail Archiving
I'm mainly with Phillip Bradshaw on this one. The advantages of keeping em=
ails in the same place/filing structure has many attractions. I don't beli=
eve that metadata is much use outside of very highly controlled and regulat=
ed structures. Hence (in my view) it is unlikely to have much impact on em=
ail indexing and categorisation. =20
=20
I suspect we are all agreed about the undesirability of individuals having/=
being responsible for their own email archives but I suspect that this posi=
tion is still widely the case. Most archiving solutions actually embed thi=
s viewpoint (albeit in a better technology than PST files on C: drives!). =
A good, transparent EDMS with tight integration for the user between the st=
orage and the email client (and the rest of the desktop, of course) would b=
e for me the best way forward (in the environments with which I am familiar=
).
=20
Regards
=20
Jim
----------------------------------------------=20
Jim Whitaker
Head of Information Management and Internal Communications
British Educational Communications and Technology agency
Millburn Hill Road
Science Park Telephone 024 7679 7452=20
Coventry 024 7641 6994 (Ext 3341) =
=20
CV4 7JJ Fax 024 7684 7071=20
_____ =20
From: Liz Scott-Wilson [mailto:[log in to unmask]]=20
Sent: 27 June 2005 08:54
To: [log in to unmask]
Subject: Re: E mail Archiving
I believe the thinking of "if an email needs to be retained" is in the 're=
cords are a subset of our information which are valued and must be appropri=
ately managed' way of thinking - correct and useful but no longer able to m=
eet the sheer volume of documents (no longer just records) that our users c=
reate and receive every day.=20
=20
Records management grew up in the days of low numbers of paper documents cr=
eated by both creators and administrators (i.e. hand-written and/or typed) =
and filed, and received by mail clerks who assigned, referenced and filed. =
We then focused on classification and indexing.
=20
As those segued into the days of scarcity of storage space thanks to the in=
creasing bulk of paper and the increased cost of storage/office space, we f=
ocused on retention and disposal. Keep costs down by utilising non-current =
storage and destroying documents that were not records.
=20
Now users receive and file dozens to scores of documents per day, rather th=
an the 5 or so we might have in the write/type days. With storage capacity =
of electronic information rapidly outpacing our ability to file/index and r=
etrieve, I believe RM has to re-evaluate some of our most basic premises.
=20
I am still reading email policies which encourage users to organise their o=
wn inboxes and to delete emails if not needed. Surely the environment of FO=
I, DPA and EIR must lead us down another path. Monitoring emails for accept=
able use, searching email repositories in a mandated and legal manner, reta=
ining all emails for 12 months - all this means to me that leaving individu=
al email accounts outside the 'managed repository' cannot go on.
=20
Emails major lack is the poor metadata that comes with it - in particular t=
he subject field. Of course, subject metadata or project/case identifiers w=
ould be useful too. Search engines which troll only full-text are not as ef=
fective as those which utilise additional metadata - particularly good qual=
ity metadata.
=20
I am looking for an email archive that has some of the same functions of an=
EDRMS - or a way to easily and quickly move emails into an EDRMS - WITHOUT=
making users do the indexing. Can it be done? Does our email creation have=
to change? What about auto-categorisation? Am I giving up on users' abilit=
y to index emails too quickly?
=20
Happy Monday!
=20
Liz
=20
=20
_________________________________
=20
Liz Scott-Wilson
IM Project Manager
<mailto:[log in to unmask]> [log in to unmask] =
=20
020-8356-2776
077-4681-5317
=20
=20
For more on the Information Management Project, visit our web page at <htt=
p://www.hackney.gov.uk/imp.htm> http://www.hackney.gov.uk/imp.htm
=20
-----Original Message-----
From: Bradshaw, Phillip [mailto:[log in to unmask]]=20
Sent: 23 June 2005 13:04
To: Liz Scott-Wilson
Subject: E mail Archiving
=20
=20
My personal view is that if you have an effective and properly functioning =
EDRMS you do not need an email archiving solution.
If an email needs to be retained it is captured into the EDRMS. If not it s=
hould be deleted long before an archive would capture it.
That is I know oversimplifying as there may be a long lead in period to a t=
ruly integrated EDRMS.=20
My Council purchased an archiving solution 12-18 months ago, and the ICT pe=
ople are now upset with me when I tell them they have wasted money as all i=
t does is move things - does not help us to find them for FOI or do anythin=
g useful other than save disk space.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx=20
Phillip Bradshaw=20
Council Wide Records Manager=20
Clerk to the Council=20
Room 409, County Hall=20
*: [log in to unmask]
*: 029 2087 3331=20
*: 029 2087 3337=20
=20
=20
=20
Has any council been looking at integrating their email archiving system wi=
th EDRMS? We are doing an information architecture project currently with b=
oth these technologies/systems on their way - any ideas or tales of experie=
nce would be greatly appreciated.
=20
Regards,
=20
Liz Scott-Wilson
=20
=20
**********************************************************************
This email and any files transmitted with it are confidential and
intended solely for the use of the individual or entity to whom they
are addressed. If you have received this email in error please notify
the system manager.
=20
This footnote also confirms that this email message has been swept by
MIMEsweeper for the presence of computer viruses.
=20
www.clearswift.com
**********************************************************************
=20
_______________________________________________________________________
Leicestershire County Council - rated an 'excellent' council by the Audit =
Commission
_______________________________________________________________________
This e-mail and any files transmitted with it are confidential. If you are =
not the intended recipient, any reading, printing, storage, disclosure, cop=
ying or any other action taken in respect of this e-mail is prohibited and =
may be unlawful. If you are not the intended recipient, please notify the s=
ender immediately by using the reply function and then permanently delete w=
hat you have received.
Incoming and outgoing e-mail messages are routinely monitored for complianc=
e with Leicestershire County Council's policy on the use of electronic comm=
unications. The contents of e-mails may have to be disclosed to a request=
under the Data Protection Act 1998 and the Freedom of Information Act 2000.
The views expressed by the author may not necessarily reflect the views or =
policies of the Leicestershire County Council.
Attachments to e-mail messages may contain viruses that may damage your sys=
tem. Whilst Leicestershire County Council has taken every reasonable precau=
tion to minimise this risk, we cannot accept any liability for any damage w=
hich you sustain as a result of these factors. You are advised to carry out=
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<DIV><SPAN class=3D422502710-27062005><FONT face=3DArial color=3D#0000ff si=
ze=3D2>With=20
Philip here too, in part. I take myself back to paper only, then cons=
ider=20
what we did achieve and could have achieved at that time. I then rela=
te=20
what we have available today. Much of my current experience relates t=
o=20
poor document management as a result of having platforms such as internet=
=20
explorer for file management purposes and its poor interoperability with e-=
mail=20
solutions.</FONT></SPAN></DIV>
<DIV><SPAN class=3D422502710-27062005><FONT face=3DArial color=3D#0000ff=20
size=3D2></FONT></SPAN> </DIV>
<DIV><SPAN class=3D422502710-27062005><FONT face=3DArial color=3D#0000ff si=
ze=3D2>At=20
present I intend to investigate the use of our e-mail client - outloo=
k=20
with our EDRMS Wisdom V6 and associated Workflow, Skelta. My view is =
that=20
such solutions, if managed and developed well, should be sufficient for=20
management of e-mail, I do not subscribe to the the view that all should be=
=20
captured, this may be more relevant for commercial organisations (no FOI, a=
t=20
present!), my view is that it is a kop out from making decisions about the=
=20
content and the proper use of good records management principles=20
surrounding File Management and Retention and Destruction=20
arrangements.</FONT></SPAN></DIV>
<DIV><SPAN class=3D422502710-27062005><FONT face=3DArial color=3D#0000ff=20
size=3D2></FONT></SPAN> </DIV>
<DIV><SPAN class=3D422502710-27062005><FONT face=3DArial color=3D#0000ff=20
size=3D2>Products are available to facilitate auto classification if the bu=
siness=20
demand was sufficient - we are investigating this at present. I am=20
undecided on this aspect given we are human and file the same informa=
tion=20
into different places based on a human rationalisation of the content and i=
ts=20
relevance to the file plan.</FONT></SPAN></DIV>
<DIV><SPAN class=3D422502710-27062005><FONT face=3DArial color=3D#0000ff=20
size=3D2></FONT></SPAN> </DIV>
<DIV><SPAN class=3D422502710-27062005></SPAN><SPAN=20
class=3D422502710-27062005></SPAN><SPAN class=3D422502710-27062005><FONT fa=
ce=3DArial=20
color=3D#0000ff size=3D2>Regards</FONT></SPAN></DIV>
<P><FONT face=3DArial=20
size=3D1>____________________________________________<BR><BR><B></B></FONT>=
<B></B><B><FONT=20
face=3DVerdana color=3D#000066>Paul Dodgson</FONT></B><FONT=20
face=3D"Comic Sans MS"></FONT> <BR><B><FONT face=3DVerdana color=3D#000066=
=20
size=3D1>Compliance Manager</FONT></B><FONT face=3DVerdana color=3D#000066=
=20
size=3D1></FONT><B></B><B><BR></B><B></B><BR><FONT face=3DArial color=3D#00=
8000=20
size=3D1>Information Management Team</FONT> <BR><FONT face=3DArial color=3D=
#000000=20
size=3D2>Chief Executive's Department</FONT> </P>
<P><FONT face=3DArial color=3D#000000 size=3D2>Leicestershire County Counci=
l</FONT>=20
<BR><FONT face=3DArial color=3D#ff0000 size=3D1>E-mail:</FONT><FONT face=3D=
Arial=20
color=3D#ff0000 size=3D1></FONT><U> <FONT face=3DArial color=3D#0000ff size=
=3D1><A=20
href=3D"mailto:[log in to unmask]">mailto:[log in to unmask]</A></FON=
T></U>=20
<BR><FONT face=3D"Comic Sans MS"></FONT> </P>
<P><FONT face=3DArial color=3D#ff0000 size=3D1>Tel: 0116 265 8250</FONT> <B=
R></P>
<BLOCKQUOTE dir=3Dltr style=3D"MARGIN-RIGHT: 0px">
<DIV class=3DOutlookMessageHeader dir=3Dltr align=3Dleft><FONT face=3DTah=
oma=20
size=3D2>-----Original Message-----<BR><B>From:</B> The UK Records Manage=
ment=20
mailing list [mailto:[log in to unmask]]<B>On Behalf Of=
=20
</B>Jim Whitaker<BR><B>Sent:</B> 27 June 2005 09:41<BR><B>To:</B>=20
[log in to unmask]<BR><B>Subject:</B> Re: E mail=20
Archiving<BR><BR></FONT></DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005>I'm mainly with Phillip Bradshaw on this one.&=
nbsp;=20
The advantages of keeping emails in the same place/filing structure has m=
any=20
attractions. I don't believe that metadata is much use outside of v=
ery=20
highly controlled and regulated structures. Hence (in my view) it i=
s=20
unlikely to have much impact on email indexing and categorisation. =
=20
</SPAN></FONT></DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005></SPAN></FONT> </DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005>I suspect we are all agreed about the undesira=
bility=20
of individuals having/being responsible for their own email archives but =
I=20
suspect that this position is still widely the case. Most archiving=
=20
solutions actually embed this viewpoint (albeit in a better technology th=
an=20
PST files on C: drives!). A good, transparent EDMS with tight=20
integration for the user between the storage and the email client (and th=
e=20
rest of the desktop, of course) would be for me the best way forward (in =
the=20
environments with which I am familiar).</SPAN></FONT></DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005></SPAN></FONT> </DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005>Regards</SPAN></FONT></DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005></SPAN></FONT> </DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005>Jim</SPAN></FONT></DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DVerdana color=3D#0000ff size=3D2=
><SPAN=20
class=3D002593208-27062005></SPAN></FONT><FONT face=3DVerdana color=3D#00=
00ff=20
size=3D2><SPAN class=3D002593208-27062005><FONT face=3DVerdana color=3D#0=
00080=20
size=3D2>----------------------------------------------</FONT> <BR><FONT=
=20
face=3DVerdana color=3D#000080 size=3D2>Jim Whitaker</FONT><FONT=20
face=3DVerdana><BR></FONT><FONT face=3DVerdana color=3D#000080 size=3D1>H=
ead of=20
Information Management and Internal Communications</FONT><FONT=20
face=3DVerdana><BR></FONT><FONT face=3DVerdana color=3D#000080 size=3D1>B=
ritish=20
Educational Communications and Technology agency</FONT><FONT=20
face=3DVerdana><BR></FONT><FONT face=3DVerdana color=3D#000080 size=3D1>M=
illburn Hill=20
Road</FONT><FONT face=3DVerdana><BR></FONT><FONT face=3DVerdana color=3D#=
000080=20
size=3D1>Science Park =20
Telephone 024 7679 7452</FONT> <F=
ONT=20
face=3DVerdana><BR></FONT><FONT face=3DVerdana color=3D#000080=20
size=3D1>Coventry &n=
bsp;  =
; =20
024 7641 6994 (Ext 3341) =20
</FONT> <FONT=20
face=3DVerdana><BR></FONT><FONT face=3DVerdana color=3D#000080 size=3D1>C=
V4=20
7JJ</FONT><FONT face=3DVerdana> =
=20
</FONT><FONT face=3DVerdana color=3D#000080=20
size=3D1>Fax =20
024 7684 7071</FONT>=20
</SPAN></FONT></DIV>
<DIV dir=3Dltr align=3Dleft>
<HR tabIndex=3D-1>
</DIV>
<DIV dir=3Dltr align=3Dleft><FONT face=3DTahoma size=3D2><B>From:</B> Liz=
Scott-Wilson=20
[mailto:[log in to unmask]] <BR><B>Sent:</B> 27 June 2005=20
08:54<BR><B>To:</B> [log in to unmask]<BR><B>Subject:</=
B>=20
Re: E mail Archiving<BR></FONT><BR></DIV>
<DIV></DIV>
<DIV class=3DSection1>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">I believe th=
e=20
thinking of “<I><SPAN style=3D"FONT-STYLE: italic">if an email need=
s to be=20
retained” </SPAN></I> is in the ‘<I><SPAN=20
style=3D"FONT-STYLE: italic">records are a subset of our information whic=
h are=20
valued and must be appropriately managed</SPAN></I>’ way of thinkin=
g – correct=20
and useful but no longer able to meet the sheer volume of documents (no l=
onger=20
just records) that our users create and receive every day. </SPAN></FONT>=
</P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">Records mana=
gement=20
grew up in the days of low numbers of paper documents created by both cre=
ators=20
and administrators (i.e. hand-written and/or typed) and filed, and receiv=
ed by=20
mail clerks who assigned, referenced and filed. We then focused on=20
classification and indexing.</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">As those seg=
ued=20
into the days of scarcity of storage space thanks to the increasing bulk =
of=20
paper and the increased cost of storage/office space, we focused on reten=
tion=20
and disposal. Keep costs down by utilising non-current storage and destro=
ying=20
documents that were not records.</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">Now users re=
ceive=20
and file dozens to scores of documents per day, rather than the 5 or so w=
e=20
might have in the write/type days. With storage capacity of electronic=20
information rapidly outpacing our ability to file/index and retrieve, I=
=20
believe RM has to re-evaluate some of our most basic=20
premises.</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">I am still r=
eading=20
email policies which encourage users to organise their own inboxes and to=
=20
delete emails if not needed. Surely the environment of FOI, DPA and EIR m=
ust=20
lead us down another path. Monitoring emails for acceptable use, searchin=
g=20
email repositories in a mandated and legal manner, retaining all emails f=
or 12=20
months – all this means to me that leaving individual email account=
s outside=20
the ‘managed repository’ cannot go on.</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">Emails major=
lack=20
is the poor metadata that comes with it – in particular the subject=
field. Of=20
course, subject metadata or project/case identifiers would be useful too.=
=20
Search engines which troll only full-text are not as effective as those w=
hich=20
utilise additional metadata – particularly good quality=20
metadata.</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">I am looking=
for an=20
email archive that has some of the same functions of an EDRMS – or =
a way to=20
easily and quickly move emails into an EDRMS – WITHOUT making users=
do the=20
indexing. Can it be done? Does our email creation have to change? What ab=
out=20
auto-categorisation? Am I giving up on users’ ability to index emai=
ls too=20
quickly?</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">Happy=20
Monday!</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana">Liz</SPAN></=
FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<DIV>
<P class=3DMsoAutoSig><B><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=
=20
style=3D"FONT-WEIGHT: bold; FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Ve=
rdana">_________________________________</SPAN></FONT></B></P>
<P class=3DMsoAutoSig><B><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=
=20
style=3D"FONT-WEIGHT: bold; FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Ve=
rdana"></SPAN></FONT></B> </P>
<P class=3DMsoAutoSig><B><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=
=20
style=3D"FONT-WEIGHT: bold; FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Ve=
rdana">Liz=20
Scott-Wilson</SPAN></FONT></B></P>
<P class=3DMsoAutoSig><B><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=
=20
style=3D"FONT-WEIGHT: bold; FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Ve=
rdana">IM=20
Project Manager</SPAN></FONT></B></P>
<P class=3DMsoAutoSig><FONT face=3D"Times New Roman" size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt"><A href=3D"mailto:[log in to unmask]
uk"><FONT=20
face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana">[log in to unmask]
gov.uk</SPAN></FONT></A></SPAN></FONT><FONT=20
face=3DVerdana color=3Dblue size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Verdana">=20
</SPAN></FONT></P>
<P class=3DMsoAutoSig><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Verdana">020-8356-277=
6</SPAN></FONT></P>
<P class=3DMsoAutoSig><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Verdana">077-4681-531=
7</SPAN></FONT></P>
<P class=3DMsoAutoSig><FONT face=3DVerdana color=3Dnavy size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dblue size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: blue; FONT-FAMILY: Verdana">For more on =
the=20
Information Management Project, visit our web page at </SPAN></FONT><A=20
href=3D"http://www.hackney.gov.uk/imp.htm"><FONT face=3DVerdana size=3D2>=
<SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana">http://www.hackney.gov.uk=
/imp.htm</SPAN></FONT></A></P>
<P class=3DMsoAutoSig><FONT face=3D"Times New Roman" color=3Dnavy size=3D=
3><SPAN=20
style=3D"FONT-SIZE: 12pt; COLOR: navy"></SPAN></FONT> </P></DIV>
<P class=3DMsoNormal style=3D"MARGIN-LEFT: 36pt"><FONT face=3DTahoma size=
=3D2><SPAN=20
lang=3DEN-US style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Tahoma">-----Original=
=20
Message-----<BR><B><SPAN style=3D"FONT-WEIGHT: bold">From:</SPAN></B> Bra=
dshaw,=20
Phillip [mailto:[log in to unmask]] <BR><B><SPAN=20
style=3D"FONT-WEIGHT: bold">Sent:</SPAN></B> </SPAN></FONT><FONT face=3DT=
ahoma=20
size=3D2><SPAN lang=3DEN-US style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Tahoma=
">23 June=20
2005</SPAN></FONT><FONT face=3DTahoma size=3D2><SPAN lang=3DEN-US=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Tahoma"> </SPAN></FONT><FONT face=
=3DTahoma=20
size=3D2><SPAN lang=3DEN-US=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Tahoma">13:04</SPAN></FONT><FONT=
=20
face=3DTahoma size=3D2><SPAN lang=3DEN-US=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Tahoma"><BR><B><SPAN=20
style=3D"FONT-WEIGHT: bold">To:</SPAN></B> Liz Scott-Wilson<BR><B><SPAN=
=20
style=3D"FONT-WEIGHT: bold">Subject:</SPAN></B> E mail=20
Archiving</SPAN></FONT></P>
<P class=3DMsoNormal style=3D"MARGIN-LEFT: 36pt"><FONT face=3D"Times New =
Roman"=20
size=3D3><SPAN style=3D"FONT-SIZE: 12pt"></SPAN></FONT> </P>
<P class=3DMsoNormal style=3D"MARGIN-LEFT: 36pt"><FONT face=3D"Times New =
Roman"=20
size=3D3><SPAN style=3D"FONT-SIZE: 12pt"></SPAN></FONT> </P>
<P style=3D"MARGIN-LEFT: 36pt"><FONT face=3DArial size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt; FONT-FAMILY: Arial">My personal view is that if=
you=20
have an effective and properly functioning EDRMS you do not need an email=
=20
archiving solution.</SPAN></FONT></P>
<P style=3D"MARGIN-LEFT: 36pt"><FONT face=3DArial size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt; FONT-FAMILY: Arial">If an email needs to be ret=
ained=20
it is captured into the EDRMS. If not it should be deleted long before an=
=20
archive would capture it.</SPAN></FONT></P>
<P style=3D"MARGIN-LEFT: 36pt"><FONT face=3DArial size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt; FONT-FAMILY: Arial">That is I know oversimplify=
ing as=20
there may be a long lead in period to a truly integrated EDRMS.</SPAN></F=
ONT>=20
</P>
<P style=3D"MARGIN-LEFT: 36pt"><FONT face=3DArial size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt; FONT-FAMILY: Arial">My Council purchased an arc=
hiving=20
solution 12-18 months ago, and the ICT people are now upset with me when =
I=20
tell them they have wasted money as all it does is move things - does not=
help=20
us to find them for FOI or do anything useful other than save disk=20
space.</SPAN></FONT></P>
<P style=3D"MARGIN-LEFT: 36pt"><FONT face=3DArial size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt; FONT-FAMILY: Arial">xxxxxxxxxxxxxxxxxxxxxxxxxxx=
xxxxxxxxxxxxxxxxxxxxxxx</SPAN></FONT>=20
</P>
<P style=3D"MARGIN-LEFT: 36pt"><FONT face=3DArial size=3D3><SPAN=20
style=3D"FONT-SIZE: 12pt; FONT-FAMILY: Arial">Phillip Bradshaw</SPAN></FO=
NT>=20
<BR><FONT face=3DArial><SPAN style=3D"FONT-FAMILY: Arial">Council Wide Re=
cords=20
Manager </SPAN></FONT></P>
<P style=3D"MARGIN-LEFT: 36pt"><B><FONT face=3D"Times New Roman" size=3D3=
><SPAN=20
style=3D"FONT-WEIGHT: bold; FONT-SIZE: 12pt">Clerk to the=20
Council</SPAN></FONT></B> <BR><B><SPAN style=3D"FONT-WEIGHT: bold">Room 4=
09,=20
County Hall</SPAN></B> </P>
<P style=3D"MARGIN-LEFT: 36pt"><FONT face=3DWingdings color=3Dnavy size=
=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Wingdings">*</SPAN></=
FONT><FONT=20
face=3DTahoma color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Tahoma">: =
=20
[log in to unmask]</SPAN></FONT> <BR><FONT face=3DWingdings color=
=3Dnavy=20
size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Wingdings">(</SPAN></=
FONT><FONT=20
face=3DTahoma color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Tahoma">: =
=20
029 2087 3331</SPAN></FONT> <BR><FONT face=3DWebdings color=3Dnavy size=
=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Webdings">=CA</SPAN><=
/FONT><FONT=20
face=3DTahoma color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Tahoma">:=20
029 2087 3337</SPAN></FONT> </P>
<P class=3DMsoNormal><FONT face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana"></SPAN></FONT> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana color=3Dnavy size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; COLOR: navy; FONT-FAMILY: Verdana"></SPAN></FON=
T> </P>
<P class=3DMsoNormal><FONT face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana">Has any council been look=
ing at=20
integrating their email archiving system with EDRMS? We are doing an=20
information architecture project currently with both these=20
technologies/systems on their way – any ideas or tales of experienc=
e would be=20
greatly appreciated.</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana"></SPAN></FONT> </P>
<P class=3DMsoNormal><FONT face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana">Regards,</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana"></SPAN></FONT> </P>
<P class=3DMsoNormal><FONT face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana">Liz=20
Scott-Wilson</SPAN></FONT></P>
<P class=3DMsoNormal><FONT face=3DVerdana size=3D2><SPAN=20
style=3D"FONT-SIZE: 10pt; FONT-FAMILY: Verdana"></SPAN></FONT> </P>
<P class=3DMsoNormal style=3D"MARGIN-LEFT: 36pt"><FONT face=3DVerdana col=
or=3D#0000ff=20
size=3D2><SPAN style=3D"FONT-SIZE: 12pt"></SPAN></FONT> </P></DIV>
<P><SPAN=20
style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">**************************=
********************************************</SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">This email and an=
y files=20
transmitted with it are confidential and</SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">intended solely f=
or the=20
use of the individual or entity to whom they</SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">are addressed. If=
you=20
have received this email in error please notify</SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">the system=20
manager.</SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'"></SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'"></SPAN> </P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">This footnote als=
o=20
confirms that this email message has been swept by</SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">MIMEsweeper for t=
he=20
presence of computer viruses.</SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'"></SPAN></P>
<P><SPAN style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'"></SPAN> </P>
<P><SPAN=20
style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">www.clearswift.com</SPAN><=
/P>
<P><SPAN=20
style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'">**************************=
********************************************</SPAN></P>
<P><SPAN=20
style=3D"FONT-SIZE: 8pt; FONT-FAMILY: 'Arial'"></SPAN> </P></BLOCKQUOT=
E>
<p><span style=3D"font-family:'Arial';font-size:10pt;">____________________=
___________________________________________________</span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;">Leicestershire Count=
y Council - rated an 'excellent' council by the Audit Commission</span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;">____________________=
___________________________________________________</span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"></span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"> </span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"></span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"> </span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;">This e-mail and any =
files transmitted with it are confidential. If you are not the intended rec=
ipient, any reading, printing, storage, disclosure, copying or any other ac=
tion taken in respect of this e-mail is prohibited and may be unlawful. If =
you are not the intended recipient, please notify the sender immediately by=
using the reply function and then permanently delete what you have receive=
d.</span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"></span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"> </span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;">Incoming and outgoin=
g e-mail messages are routinely monitored for compliance with Leicestershir=
e County Council's policy on the use of electronic communications. The co=
ntents of e-mails may have to be disclosed to a request under the Data Prot=
ection Act 1998 and the Freedom of Information Act 2000.</span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"></span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"> </span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;">The views expressed =
by the author may not necessarily reflect the views or policies of the Leic=
estershire County Council.</span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"></span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"> </span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;">Attachments to e-mai=
l messages may contain viruses that may damage your system. Whilst Leiceste=
rshire County Council has taken every reasonable precaution to minimise thi=
s risk, we cannot accept any liability for any damage which you sustain as =
a result of these factors. You are advised to carry out your own virus chec=
ks before opening any attachment.</span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"></span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"> </span></p>
<p><span style=3D"font-family:'Arial';font-size:10pt;"> </span></p></B=
ODY></HTML>
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