From a records management point of view, I agree with Robert. The email
system is a transport (instead of the physical envelope) to carry it to
its intended recipient. If necessary record key details on your records
management system - like I did in my days as a Personal Assistant and
then throw the email [envelope away].
But to do this you need to introduce some rules, I am currently
considering the practicality of introducing the memo/fax/letter
templates, where the evidential information is recorded and attached to
the carrier. Much the same principle before email arrived and that was
you send an internal memo in the internal envelope around the
organisation and the envelope [carrier] was not included in the
recordkeeping rules, the correspondence inside it was.
If I recall correctly email was organisations answer to cheaper
communication [that was cheaper than making a telephone call] and
therefore was encouraged, I suppose to a certain degree, that we "held"
conversations by email that would otherwise have been held by telephone.
However, technology has moved since then, we now have VoIP which is
enabling telephone calling viable from a business cost point of view.
What I think is we need to change the culture as RMs and educate people
in the intended use of email again.
Regards
trish
Trish Bailey
Information & Standards Officer
Information Governance
Telford & Wrekin Council
PO Box 59, Civic Offices
Telford, TF3 4WZ
Em: [log in to unmask]
Tel: 01952 382535
Fax: 01952 383993
www.telford.gov.uk
Please note: comments made are my personal opinion.
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Chell, Robert
Sent: 06 June 2008 08:56
To: [log in to unmask]
Subject: Re: Capturing all emails (as well as records)?
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
------------------------------------------------------------------------
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Dedication to every client's success
Innovation that matters, for our company and for the world Trust and
personal responsibility in all relationships
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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
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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.
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