Just because ISO 15489 says so,
'information created, received, and maintained as evidence and
information by an orgainization or person, in pursuance of legal
obligations or in the transaction of business'
Doesn't make it correct unless the data meets all the conditions in the
definition.
Email(=fax=telephone=letter) is a means of transmission, not necessarily
(by default) a record. Whether it is a record requires appraisal. The
email provides the structural metadata, but content and context are
determined by human intervention: i.e is this important? And should I
save it? If it is, save it in a record keeping system, not in a
communications system.
Robert Chell
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Sharon Van
Biljon
Sent: 06 June 2008 05:55
To: [log in to unmask]
Subject: Re: Capturing all emails (as well as records)?
Peter,
An e-mail is a record by default, so it's not one or the other. E-mails
with attachments - more context - is a valuable record in itself. It is
accepted by courts of law as evidence if it has integrity.
Indexing e-mails means:
excluding personal e-mail;
if threads are applicable, save one e-mail containing all the
threads.
An e-mail management system is preferable to manage the volumes
obviating
the need to filter. Problem is also, is people work with e-mails, the
risk
becomes sky-high that valuable ones be may be lost and may cost the
company
dearly in litigation cases.
Regards
Sharon
Sharon van Biljon, BA (Hons), PDIM, TED, MPhil
GBS SA Information & Knowledge Manager
(Senior Business Operations Specialist)
IBM GBS (SA) IC2G
70 Rivonia Road, Sandhurst
2196, Sandton
South Africa
Postal : Private Bag X9907, Sandton, 2146
Fax: +27 (0) 11 302 8878
Mobile: +27 0827847548
Office: +27 11 302 8830
------------------------------------------------------------------------
------
Dedication to every client's success
Innovation that matters, for our company and for the world
Trust and personal responsibility in all relationships
------------------------------------------------------------------------
------
Peter Kurilecz
<peter.kurilecz@G
MAIL.COM>
To
Sent by: The UK
[log in to unmask]
Records K
Management
cc
mailing list
<RECORDS-MANAGEME
Subject
[log in to unmask] Re: Capturing all emails (as well
.UK> as records)?
2008/03/18 02:04
PM
Please respond to
Peter Kurilecz
<peter.kurilecz@G
MAIL.COM>
On Tue, Mar 18, 2008 at 6:20 AM, Redfern Catherine <
[log in to unmask]> wrote:
Hello,
I am interested in any arguments that there might be for capturing ALL
emails sent and received, and retaining them for a certain period of
time (e.g. 6 months/1 year), in addition to relying on staff to
capture
emails which are records into a record keeping system.
I
sorry forgot the url
http://lists.ufl.edu/archives/recmgmt-l.html
--
Peter Kurilecz CRM CA
[log in to unmask]
Richmond, Va
**********************************************************************
Privileged/Confidential Information may be contained in this message. If you are not the addressee indicated in this message (or responsible for delivery of the message to such person), you may not copy or deliver this message to anyone. In such case, you should destroy this message and kindly notify the sender by reply email. Please advise immediately if you or your employer does not consent to Internet email for messages of this kind. Opinions, conclusions and other information in this message that do not relate to the official business of the Council of the City and County of Cardiff shall be understood as neither given nor endorsed by it. All e-mail sent to or from this address will be processed by Cardiff County Councils Corporate E-mail system and may be subject to scrutiny by someone other than the addressee.
**********************************************************************
Mae'n bosibl bod gwybodaeth gyfrinachol yn y neges hon. Os na chyfeirir y neges atoch chi'n benodol (neu os nad ydych chi'n gyfrifol am drosglwyddo'r neges i'r person a enwir), yna ni chewch gopio na throsglwyddo'r neges. Mewn achos o'r fath, dylech ddinistrio'r neges a hysbysu'r anfonwr drwy e-bost ar unwaith. Rhowch wybod i'r anfonydd ar unwaith os nad ydych chi neu eich cyflogydd yn caniatau e-bost y Rhyngrwyd am negeseuon fel hon. Rhaid deall nad yw'r safbwyntiau, y casgliadau a'r wybodaeth arall yn y neges hon nad ydynt yn cyfeirio at fusnes swyddogol Cyngor Dinas a Sir Caerdydd yn cynrychioli barn y Cyngor Sir nad yn cael sel ei fendith. Caiff unrhyw negeseuon a anfonir at, neu o'r cyfeiriad e-bost hwn eu prosesu gan system E-bost Gorfforaethol Cyngor Sir Caerdydd a gallant gael eu harchwilio gan rywun heblaw'r person a enwir.
**********************************************************************
|