The discussion has gone from an email problem to a retention problem (our previous discussions have centered around the fact that email is a mode of information transport and not a document type).
In addition to our normal "four values" questions, we should be asking a few other simple questions, then this retention problem could likely go away.
What is this document?
Why do we have it?
What secondary values does it have?
How long will the answers to the above questions be valid?
What should happen after they are of no more use?
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Roach, Bill J.
Sent: Thursday, March 09, 2006 8:28 AM
To: [log in to unmask]
Subject: Re: What percentage of emails are records
>>If you mostly use email to announce "today's staff meeting is
cancelled" or to say, "here is the form you requested," you are much
less likely to need to save messages for any length of time.<<
Not sure I would group the two examples above together. If the staff
meeting is a regularly scheduled occurrence, with associated notices,
handouts, and agendas. Ten years from now, all of these other items
will be returned in a search, except meeting minutes or a cancellation
notice. Saving something as simple as a cancellation notice might save
a ton of embarrassment or worse.
Bill R
Bill Roach, CRM
Enterprise EDMS Coordinator
State of North Dakota
ITD/Records Management
701-328-3589
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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