The discussion here has been useful, I am torn between both approaches.
It seems most store in .msg for authenticity and integrity purposes.
When contracts are made and amended by email, these are likely to be
kept for a significant period of time. Will we as a business be able to
view those in ".msg" in 2,5, 7 + years time? We are relying upon third
parties to provide viewers or functionality to do so, it would seem
reasonable to expect this - at what cost perhaps? However I recall
issues with early versions of word processed documents already
surfacing.
I did like the suggestion of a choice of format (.msg or open) which
attempts to achieve that balance perhaps driven by classification.
It would be good to see something we can quote in future to provide us
all with steer to determine the way forward.
Regards
Mark
>>> "Kearns, Daniel" <[log in to unmask]> 04/05/07 09:25:37
>>>
Hi Steve and others
When I save emails into .html or .txt format using MS Outlook, the
transmission data (from, to, date/time, subject) are copied to the top
of the text.
Obviously records managers need to be satisfied that the above is
auditable, but as far as I can see the transmission information is
clearly available when saving in the manner suggested.
Am I missing something?
Regards
Dan
______________________________________________
Daniel Kearns
Information Officer (Adult/Childrens social care)
Bolton Council
Rm 24, 1st Floor, Le Mans Crescent, Bolton BL1 1SA
[log in to unmask]
phone 01204 33 7866
fax 01204 33 7269
______________________________________________
-----Original Message-----
From: Steve Norris [mailto:[log in to unmask]]
Sent: 03 May 2007 11:07
Subject: Re: File Formats for Capturing Emails in EDRM
Hi Mark,
I'd be interested in what others do too.
I think it is important to keep the email transmission data (e.g.
From,
To,
Subject, etc) as well as the content and capturing in .msg does this,
where
converting into other formats may not. I don't think saving into (say)
.txt
or .html formats could be acceptable for this reason.
Converting emails to .pdf (Acrobat) format is more interesting as it
is
a
more open format and retains the transmission data. (I haven't had a
good
look at PDF/A the new archival standard based upon the older Acrobat 5
format to see how it handles e-mails, but PDF/A should be even more
acceptable for long-term accessibility than PDF).
Most of our clients who save emails do so in .msg format on the
grounds
that
this is the most authentic copy.
Regards,
Steve Norris
http://www.alliancegroup.co.uk
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]]On Behalf Of Mark Brookes
Sent: 03 May 2007 10:40
To: [log in to unmask]
Subject: File Formats for Capturing Emails in EDRM
Dear All
We are switching email systems soon and need to revisit/review our
approach to the way we already capture emails in our EDRMs.We are
moving
to Outlook/Exchange and have the new possibility of capturing emails
in
their native format or in a more open format into the system.
There are advantages and disadvantages to both approaches, e.g. file
format accessibility over time, authenticity, integrity of the
records.
To test the water and see what others do currently, when using Outlook
(or similar) and storing email in EDRM do other organisations capture
in
native formats (.msg) or otherwise?
Would be very interested to hear from others and happy to post a
summary back to the list.
Regards
Mark Brookes
Information Officer
ConstructionSkills
Tel: 01485 577383
Mob: 07775 676403
Website: www.cskills.org
We're now ConstructionSkills
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