Katey
In our organisation, it is stated in our Corporate Records Policy that emails
are treated in the same way as any other correspondence or communication. If
it is a business record then it has to be indexed into our EDRMS system. In
the same way, phone calls that are business related, have to be written to a
File Note and indexed to the EDRMS, also 'interview notes' and anything else
that is important regardless of its format.
We give our staff clear guidelines of what emails need to be kept in the
EDRMS and it has the facility to index direct from Outlook and also has an
'drag and drop' to a linked folder facility that is very easy to use.
One of the rules of our EDRMS is that there has to be 'container/file' for
the item being indexed. Retention and Disposal rules are set on the
'container/file'and are disposed of by Records staff.
Previous to having our electronic system in place, emails had to be printed
and filed to the paper file.
Many of the emails sent around the office are of an 'ephermal' nature and can
be deleted. For our organisation we adhere to the 'ephermal' definitions that
have been set in the Administrative Records GDA published by the WA State
Records Office. Other organisations would need to check definitions in their
Records Management guidelines. We are a government organisation and are
therefore controlled by our state's legislation.
From an IT viewpoint, the size of our mailboxes are controlled and rules for
'junk' mail and 'spam' are enforced at the firewall. Once 'mailboxes' are
full, the system administrator sends an automated message and emails can then
be 'archived' but are still available.
Hope this helps or at least sparks some discussion.
Cheers
Maureen Cooper
Information Coordinator
Office of the Auditor General
Perth Western Australia
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Katey Logan
Sent: Thursday, 8 February 2007 1:37 AM
To: [log in to unmask]
Subject: email policy - ftse companies
Hi
I'm trying to benchmark email policies across a vaguely-determined peer
group.
Am particularly interested in policy that's RM-driven and enforces email
retention or destruction (as opposed to
security/confidentiality/appropriateness of content issues).
Thanks for your help.
Katey
Corporate Records Services Manager
D122 Records Centre
Boots The Chemists
Nottingham NG90 4XY
tel 0115 9594228 fax 0115 9593704
int tel 72-4228 int fax 72-3704
email [log in to unmask]
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