Like many organisations we have a considerable amount of information buried
in mailboxes, known to and only accessible to the owner of the mailbox. That
is regardless of the fact that the content of the mail item is potentially of
interest / relevance to more than one person or the consequences of there
not being a single data repository for all matters on a subject.
Some of this is a question of email usage but it needs to be consistent and
clearly we could start from scratch and develop working procedures and some
technical measures that would improve matters but I always prefer to see if
some one else has invented the wheel first.
Microsoft are happy to sell Windows, Exchange/Outlook and Sharepoint but do
not have any suggestions how these could be used together in the most
effective way. Many places have guidelines or a toplevel records management
policy, focussing on the legal obligations. Other organisations I have spoken
to limit their mailbox sizes and have procedures to save some emails to
windows. But don't go beyond some broad guidelines.
I am trying to find out if somewhere, ideally UK local government , anyone has
developed a usable guide for good practice.
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