Five years for all e-mails seems like a long time for some and not long
enough for others. Is this both external and internal e-mail
irrespective of context and content? Do you also plan to save all
e-mails to a record keeping system or just leave them in the e-mail
client? It's the equivalent of saying 'we're going to keep all
[hardcopy] letters for five years'.
Any worthwhile EDRMS will have strong access controls which actually
make it easier to prevent unauthorised access than most paper systems,
however well controlled. (See Section A5 of TNA's Requirements for
Electronic Records Management Systems) Access to sensitive case files
can be restricted to nominated groups and individuals.
Peter Emmerson
Director
Emmerson Consulting Limited
Poplar House
5 School Street
Witton-Le-Wear
County Durham DL14 0AS
Office 01388 488865
Mobile 07740 942682
This e-mail message is confidential and intended solely for the use of
the addressee. If you are not the intended recipient any disclosure,
copying, distribution or use of it is prohibited and may be unlawful.
If you have received this e-mail in error, please notify the sender
immediately and delete it from your system.
Emmerson Consulting Limited is registered in England No. 3607347.
Registered Office: 140 Coniscliffe Road, Darlington, Co Durham, DL3 7RT
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Robert
Hogarth
Sent: 07 April 2006 14:31
To: [log in to unmask]
Subject: EDRMS - retention rule conflicts
Hello everyone -
Grateful for any input / feedback
Cornwall CC has strong links with the local police and is seeking an
optimum way to assist them when called on to do so. Some of this
however,
is conflicting with best practice and normal retention guidelines. For
instance, a proposal to keep all email correspondence (that is
everything
from across the Council) for a period of five years. Similarly, due to
the
extreme sensitivity of some of the investigations, there is an
unwillingness to accept that all materials will eventually reside in the
edrms.
Would appreciate feedback (on or off-list) from the list of anyone who
is
facing similar issues.
Robert Hogarth,
Corporate Records Manager,
Audit and Technical Services,
Cornwall County Council.
01872-323536 or 326446
[log in to unmask]
|