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Eldin You mention the need for good policies, procedures, training and compliance for this to work. Of course, it should never be forgotten that ALL recordkeeping systems need such things. EDMS/RK software (and even old fashioned paper recordkeeping systems) is absolutely no use at all if any part of the procedural framework is missing Later on today (Australian time), there should be an new Archives Advice published on the National Archives of Australia website called "Using shared folders in conjunction with a recordkeeping system". Shared folders also include the use of such things as Microsoft Outlook/Exchange folders. It will be located at http://www.naa.gov.au/recordkeeping/rkpubs/advices/advice70.html - keep trying if you get a page not found error. There is also advice on "Email archiving solutions are not recordkeeping solutions" at http://www.naa.gov.au/recordkeeping/rkpubs/advices/advice69.html which is relevant to this discussion. John Lovejoy [log in to unmask] My own comments, which just coincidently coincide with the official views of my employer -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]]On Behalf Of Eldin Rammell Sent: Friday, April 01, 2005 1:25 AM To: [log in to unmask] Subject: Re: Email as records A simple solution I've seen some organisations implement is to have an auto-delete policy such as Tom suggests, combined with the CONTROLLED use of Outlook group folders (PST files). The warning is that this only works when backed up by good, documented procedures, good training and compliance by users (implement an audit programme to assure compliance). Any email not deemed to be a record is deleted after a brief period of time. Any email deemed to be a record is moved into the appropriate project folder which has an appropriate retention period applied. Without even using Outlook add-ins, simple meta-data can be applied using appropriate folder naming conventions, Outlook categories, subject headers and file names. Not the most ideal solution, but one that can work, doesn't require an EDMS and is cheap. Regards, Eldin.