To return to Jonathan's original concern.
The only way to preserve the record as a record, without an EDRMS, is to
print out to paper and to declare the paper record as the official
record and not the electronic one. Management can then be effected
within the paper domain.
The legal admissibility of email (or any electronic record for that
matter) 'managed' as an electronic record outside of an EDRMS is at
least questionable.
Gerry.
Mr.G.Dane
University of Newcastle
Newcastle upon Tyne
Email: [log in to unmask]
>-----Original Message-----
>From: The UK Records Management mailing list
>[mailto:[log in to unmask]] On Behalf Of Fresko, Marc
>Sent: 29 June 2004 21:47
>To: [log in to unmask]
>Subject: Re: Email policy
>
>
>Here is the way I see the answers to Steve Norris' questions:
>
>- As long as you are storing the e-mails in an ERM or EDRM
>system, it does not matter too much what format you choose, as
>they are secured from change. Outlook (.msg) format is
>probably the best, as it (a) preserves attachments and
>internal formats like HTML and (b) preserves the message
>headers which contain valuable contextual data. However, in
>an ERM/EDRM, the most important metadata will be captured
>regardless of format.
>
>- If you store the e-mails in (almost) any other way (e.g. in
>Exchange folders or in Windows folders) it does not matter too
>much what format you choose, as they are vulnerable to change.
> Outlook (.msg) format is probably the best, for the same
>reasons as above.
>
>- If you have reason to be concerned at long-term access
>(digital preservation) then store copies in Acrobat (.pdf)
>format as well as .msg, and possibly text (.txt) too.
>
>- I take the view that attachments are best stored inside the
>original message - otherwise there is no reliable way to link
>the e-mail message with its attachments (for example, a
>message saying "please find attached the definitive
>spreadsheet" only works as a record if the spreadsheets are
>still there as attachments; storing them separately is just
>asking for someone to change the spreadsheets before storing
>them!). However, this brings insurmountable metadata problems
>(you can and must store metadata of the e-mail message, but no
>system I have seen will allow you to capture in addition
>metadata for attachments); so I recommend that some
>attachments are additionally stored separately, just so that
>they can have metadata; this is only (!) necessary for
>attachments which have a value in their own right, or which
>need to be retrieved (searched for) in their own right. This
>is what I see as good practice; how easy is it to get
>"ordinary users" to do this, I wonder...
>
>Marc Fresko
>Cornwell Management Consultants plc
>
>> -----Original Message-----
>> From: The UK Records Management mailing list
>> [mailto:[log in to unmask]]On Behalf Of
>Steve Norris
>> Sent: 29 June 2004 21:11
>> To: [log in to unmask]
>> Subject: Re: Email policy
>>
>>
>> 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]
>> >>>
>> >>>
>> >>>
>> >>>
>> >>>
>> >>>
>> >>************************************************************
>> **********
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>of 18-19
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>> >>
>> >>'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.'
>> >>
>>
>
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