I am the Records Manager for The University of Texas - Pan American. I am very interested in how you have Exchange set up to mirror your retention schedule.
Paula Berkley
Records Manager
The University of Texas - Pan American
1201 West University Drive
Edinburg, TX 78541
Voice 956-292-7225
Cell 956-240-5993
FAX 956-381-2318
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Broady-Rudd, Sandy
Sent: Wednesday, May 11, 2005 7:29 AM
To: [log in to unmask]
Subject: Re: Email Capture Revisited
Nolene,
How will you decide what needs to be kept for the appropriate period of time if you capture everything? I would think this would increase your liability or level of risk. We have created public retention folders in Exchange that mirror our retention schedule. It is up to the users to determine whether an e-mail is a record and then drop and drag it into the appropriate folder prior to an Exchange cleanup. With the proper training, this has worked pretty well. This was put in place as an interim measure until we install a true enterprise content management application later this year.
Sandra Broady-Rudd, CRM
Records and Information Manager
Texas Municipal Retirement System
1200 North IH 35
Austin, TX 78701
(P) 512-225-3729
(F) 512-476-5576
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Nolene Sherman
Sent: Tuesday, May 10, 2005 5:25 PM
To: [log in to unmask]
Subject: Email Capture Revisited
I got several responses to my earlier inquiry that basically confirmed
my suspicions. To recap, we are a relatively small company (about 300
employees) with decent monetary resources and we are not subject to SOX
or FOIA, nonetheless the CFO wants to make sure we retain everything we
should be. He wants our IT department to find some sort of a program
that will capture all email as it comes into our servers, before being
distributed to employees inboxes. His concern is that employees will
delete something that should be saved. My concern with this idea is the
wasted resources used in capturing the vast amounts of junk email that
is not getting filtered out. I believe we should go for a true EDMS
system in which employees are trained to file their e-docs like they do
their paper docs.
While he understands in theory that email is just like any other record,
the CFO cannot believe that companies have employees look at each email
and decide whether or not it should be kept. He is adamantly convinced
that large companies must have some sort of automated system that does
this for them. I even tried Bill Roach's example of likening it to
copying all paper junk mail that comes in the door before distributing
the mail, but he doesn't see it as the same. He will, however, discuss
with IT how they can better filter the emails before capturing them.
Am I off base here? Do many companies use automated programs to capture
and index email? How well do they work and how much programming must be
done to "teach" it what to keep? If not done automatically, how do you
actually go about capturing those records? Or are most of you in the
same boat we are, just now trying to figure it out?
Nolene Sherman
Records Manager
CJ Segerstrom & Sons * South Coast Plaza
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