Jo:
In my organization we do not view e-mail as a records series. Rather it is
the content of the e-mail which determines
Which records series is the most appropriate. It is concerned about the
storage of e-mails on the servers. You will need to provide guidance on how
the user determines which e-mails are records, how to segregate those off in
a protected server and then arrange for their disposal once the retention
period has expired. Not all e-mails are records but those of a substantive
nature as determined by the content and the person who sent it will
determine whether it is a record.
You will also need to make sure what metadata you will need to retain for
the e-mails. Hope this helps feel free to contact me off-line.
Bob
Robert F. Nawrocki
Electronic Records Coordinator
Records Management and Imaging Services Division
Library of Virginia
800 East Broad Street
Richmond, VA 23219-8000
804.692.3505
[log in to unmask]
Innovate and Infuriate
-----Original Message-----
From: Terry, Joanna (Record Office) [mailto:[log in to unmask]]
Sent: Thursday, February 13, 2003 7:31 AM
To: [log in to unmask]
Subject: Corporate Electronic Records policy
Dear all
I am starting work on drafting a Corporate Electronic Records policy for my
organisation. The intention is that this will be (hopefully!) approved by
our chief officers' management board and will sit within an Information
Management strategy. I've looked at the PRO guidance on producing a policy
but would appreciate looking at ones that have already been completed. If
you have, or a working on, an electronic records policy please contact me as
it would be helpful to gain tips/suggestions on how to go about this.
Additionally our IT section is currently updating our email policy and I've
managed to get them to agree to me having a look at it before it is
approved. Currently there is no records management element to the policy
with the emphasis on deletion to free up mailbox space. Again if anyone has
produced or been involved in an email policy I would be grateful for
suggestions or the possibility of being able to look at such policies.
Sorry to ask so many questions in one post! I will of course share comments
with the list.
Thanks in anticipation.
Jo
~~~~~~~~~~~
Joanna Terry
Electronic Records Manager
Modern Records Unit
County Hall
Spetchley Road
Worcester
WR5 2NP
Tel: 01905 728544
Fax: 01905 766698
[log in to unmask] http://www.worcestershire.gov.uk/records
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