I agree it is best to require users to save e-mails (or their content) to a
separate records management system.
That though leads to the question of what format should e-mails be saved in
an electronic system.  As Outlook (.msg) files ? or converted into say
Acrobat (.pdf) files ?
And what about attachments, should they be saved separately or included
with the original e-mail ?

Anyone with any thoughts or experience of this ?

Steve Norris
http://www.alliancegroup.co.uk



On Mon, 28 Jun 2004 16:38:04 +0100, Sharp Deirdre Mrs (LIB) l102
<[log in to unmask]> wrote:

>This issue is managed by requiring people to transfer e-mail content to be
>retained beyond the auto destruct date to a more stable filing system
>(electronic or otherwise), the content of which is managed by retention
>schedules. It is no bad thing to discourage the accumulation of long-term
>e-mails.
>
>Deirdre Sharp
>UEA
>
>>-----Original Message-----
>>From: Hufton, Mary [mailto:[log in to unmask]]
>>Sent: 28 June 2004 14:43
>>To: [log in to unmask]
>>Subject: FW: Email policy
>>
>>
>>I would not advocate destroying emails after a certain time as the main
>>measure for managing emails. I believe the organisation's retention
>>policy/schedules should apply in the same way for hard copy or
>>electronic
>>records. It is the issues or subject of the emails that are
>>important rather
>>than their format. I assume one wouldn't contemplate destroyng all hard
>>copies after say 6 months, so why emails? Apologies if I have
>>misunderstood
>>what you meant by emails in personal folders.
>>Regards Mary
>>
>>Mary Hufton,
>>Central Services Manager
>>Policy and Central Services
>>Nelson Rd., Ystrad Mynach,
>>Hengoed. CF82 7WF
>>Tel /ffon.            01443-864261
>>ext email/ebost.  [log in to unmask]
>>
>>
>>
>>> ----------
>>> From:         PEPLER, Jonathan[SMTP:[log in to unmask]]
>>> Reply To:     PEPLER, Jonathan
>>> Sent:         28 June 2004 10:17
>>> To:   [log in to unmask]
>>> Subject:      Email policy
>>>
>>> In Cheshire we are wrestling with the problems of developing and
>>> implementing a policy for the management of emails (we have
>>plenty of good
>>> practice and acceptable use do's and don'ts). While there is general
>>> agreement that "something should be done", there is much
>>less agreement
>>> about what; our problems are compounded by the lack of ERMS
>>across the
>>> authority, or, indeed, specific software for "archiving" emails.
>>>
>>> The expedient we proposed is automatic destruction of emails
>>in personal
>>> folders after a fixed period, and the use of shared folders
>>to replicate
>>> existing filing schemes; we have not yet explored combining
>>this approach
>>> with limiting the size of folders (currently this is left to
>>individual
>>> consciences(!)). Automatic destruction has raised many
>>negative responses
>>> and it has been suggested that it could be interpreted as a
>>way of, in
>>> effect, rewarding failure to manage - the problem is simply
>>taken away.
>>>
>>> I am sure we cannot be alone in trying to address the
>>problem. If anyone
>>> out there has found the answer, I would be delighted to hear
>>from them,
>>> either on or off list
>>>
>>> Thanks
>>>
>>> Jonathan Pepler
>>> County Archivist and Data Protection Officer
>>> Tel 01244 603391
>>> Email: [log in to unmask]
>>>
>>>
>>>
>>>
>>>
>>>
>>**********************************************************************
>>> Enjoy our County - 'Step into Cheshire' over the weekend of 18-19
>>> September.
>>> www.stepintocheshire.org.uk
>>>
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>>> Copyright in this e mail and attachments created by us unless stated
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>>>
>>
>>---------------------------------------------------------------
>>-----------------------------------------------------
>>'This email and any files transmitted with it are confidential
>>and intended solely for the use of the individual or entity to
>>whom they are addressed. If you have received this email in
>>error please notify the system manager. Please note that any
>>views or opinions presented in this email are solely those of
>>the author and do not necessarily represent those of the
>>Council. Finally, the recipient should check this email and
>>any attachments for the presence of viruses. The Council
>>accepts no liability for any damage caused by any virus
>>transmitted by this email.'
>>
>>'Mae'r e-bost yma ag unrhyw ffeiliau trosglwyddwyd ynddi yn
>>gyfrinachol ar gyfer defnydd yr unigolyn neu'r sefydliad
>>cyfeiriwyd ati yn unig.  Os ydych wedi derbyn yr e-bost yma
>>mewn camgymeriad rhowch wybod i reolwr eich system.  Nodwch
>>taw unrhyw sylwadau neu farn soniwyd amdanynt yn yr e-bost yma
>>ydi sylwadau a barn yr awdur ac nid yn angenrheidiol yn
>>cynrychioli rhai'r Cyngor.  I orffen, dylid y person sy'n
>>derbyn yr e-bost sicrhau nad oes firws ynddi nac mewn unrhyw
>>ddogfen sydd ynghlwm i'r e-bost.  Nid yw'r Cyngor yn derbyn
>>unrhyw gyfrifoldeb am unrhyw ddifrod achoswyd gan unrhyw firws
>>trosglwyddwyd gan yr e-bost yma.'
>>