The consensus of opinion is that .msg is favoured (if you are using Outlook)
and is our advice to clients, even though this is a proprietary Microsoft
format. This is mainly because the transport information is retained, any
attachments will be embedded within the email and the original context is
retained. Saving as other formats or converting to other formats can lose
this. There are also a number of viewers that read .msg files when you don't
have Outlook anymore.
Ideally you use an EDRM system which will allow you to split the message
body from any attachment but still keep them linked together, something you
will find difficult with a shared drive system.
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From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Louise Travers
Sent: 30 June 2005 14:11
To: [log in to unmask]
Subject: Saving Emails
We have to issue interim guidance to our business on saving email messages
to shared drives. We will consider the issue more roundly at a later stage
in our records management programme but we need to issue this interim
guidance at short notice to fit with the timelines in another project and
saving to network drives is currently the only feasible option.
It is really the question of format I am most concerned with. It is
unlikely we will get people to change formats later when we develop
our "proper" policy so I suspect whatever we create now will remain with
us. I am aware that there are issues of integrity with some message formats
(ie .rtf) and of increased storage space with others (ie.msg). Have any
colleagues already done any deeper research around this or developed their
own guidance they would be willing to share with me?