I agree it forms an integral part of the record, it makes for an
interesting challenge how to manage this.
Our disclaimer, I assume must be placed by the server when any email
goes outside of our organisation. We internally don't see it until
someone replies back (it is not visible even in the outboxes). So
technically I suppose we here are not keeping a representative copy of
the actual record received by the recipient.
Initially I am not sure how to overcome this, and I suppose the degree
to which you address this is dependent upon the levels of evidential
weight you wish to give to these records. It would be interesting to
know whether any provision by authorities/businesses tackles this area?
Depends upon the technical configuration of the email server as well,
but this is something I am not familiar with.
>>> "Eldin Rammell, Rammell Consulting" <[log in to unmask]> 15/02/07
13:09:29 >>>
Eva,
My immediate reaction is that if your servers add something to the
record
prior to it leaving your organisation and is an integral part of the
record
that the recipient receives, then the email you are retaining without
this
information is not the full record.
It's a bit like sending out a paper letter where somebody else in your
organisation adds an "approval statement" or similar before it goes
into the
envelope and gets dispatched. If you're just retaining the letter
without
the approval statement, you're not retaining a copy of what actually
went
out to the recipient.
Just my initial thoughts. Any other thoughts, folks?
Regards,
Eldin.
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Eva
Martinez
Sent: 15 February 2007 12:40
To: [log in to unmask]
Subject: Email Disclaimer
Hi,
I would like to know if anyone has had any issues for declaring emails
as
records in those cases in which the disclaimer has been removed or
hasn't
been added by the email server.
I realise is actually a template added to the email, but my concern is
in
case the email can lose integrity as record if the disclaimer is not
kept
when the email is declared as record and saved into and EDRM.
What do you think
Any opinions and experiences will be much appreciated
Thanks in advance
Eva Martinez
Solutions analyst
[log in to unmask]
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