Are all e-mails records?
"Peter are you in today"
"thanks for the holiday snaps"
"can we have lunch at 12:30"
Many emails are ephemera.
"Can you make sure it gets to Peter by 12:30", "can you make sure Peter
has read it"
Other emails give records context. It is far too easy and, dare I say
it, lazy to define all emails as records and save the lot. I would
suggest that in a lot of cases the attachment is the record and the
email context not the other way round.
An email management system may be a way of getting control of emails
where there is none. A properly constituted EDRM and good working
practices is a better way. We attach far too much importance to a
communications media with is after all only a method of transferring
information, not necessarily the information itself.
And anyway by the time you introduce your email management system, Web
2.0 , instant messaging and other communication channels will have made
email obsolete (discuss).
Chris Tinsley MSc
Wiltshire County Council
Information is the key
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Sharon Van
Biljon
Sent: 06 June 2008 05:55
To: [log in to unmask]
Subject: Re: Capturing all emails (as well as records)?
Peter,
An e-mail is a record by default, so it's not one or the other. E-mails
with attachments - more context - is a valuable record in itself. It is
accepted by courts of law as evidence if it has integrity.
Indexing e-mails means:
excluding personal e-mail;
if threads are applicable, save one e-mail containing all the
threads.
An e-mail management system is preferable to manage the volumes
obviating the need to filter. Problem is also, is people work with
e-mails, the risk becomes sky-high that valuable ones be may be lost and
may cost the company dearly in litigation cases.
Regards
Sharon
Sharon van Biljon, BA (Hons), PDIM, TED, MPhil GBS SA Information &
Knowledge Manager (Senior Business Operations Specialist) IBM GBS (SA)
IC2G 70 Rivonia Road, Sandhurst 2196, Sandton South Africa Postal :
Private Bag X9907, Sandton, 2146
Fax: +27 (0) 11 302 8878
Mobile: +27 0827847548
Office: +27 11 302 8830
------------------------------------------------------------------------
------
Dedication to every client's success
Innovation that matters, for our company and for the world Trust and
personal responsibility in all relationships
------------------------------------------------------------------------
------
Peter Kurilecz
<peter.kurilecz@G
MAIL.COM>
To
Sent by: The UK
[log in to unmask]
Records K
Management
cc
mailing list
<RECORDS-MANAGEME
Subject
[log in to unmask] Re: Capturing all emails (as well
.UK> as records)?
2008/03/18 02:04
PM
Please respond to
Peter Kurilecz
<peter.kurilecz@G
MAIL.COM>
On Tue, Mar 18, 2008 at 6:20 AM, Redfern Catherine <
[log in to unmask]> wrote:
Hello,
I am interested in any arguments that there might be for capturing ALL
emails sent and received, and retaining them for a certain period of
time (e.g. 6 months/1 year), in addition to relying on staff to
capture
emails which are records into a record keeping system.
I
sorry forgot the url
http://lists.ufl.edu/archives/recmgmt-l.html
--
Peter Kurilecz CRM CA
[log in to unmask]
Richmond, Va
**********************************************************************
This email and any files transmitted with it are confidential and may be subject to Copyright or Intellectual Property rights. It is 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 sender and delete the email from your inbox. Any disclosure, reproduction, dissemination, modification and distribution of the contents of the email is strictly prohibited. Email content may be monitored by Wiltshire County Council to ensure compliance with its policies and procedures. No contract is intended by this email, and any personal opinions expressed in this message are those of the sender and should not be taken as representing views of Wiltshire County Council.
This footnote confirms that this email message has been swept by MIMEsweeper for the presence of computer viruses. However the sender will not be liable for any alteration of the contents and any attachments of this email as a result of a virus.
**********************************************************************
Please do not print out this e-mail unless absolutely necessary. Save energy and paper!
|