Not necessarily.  Depends a lot on the situation, especially the volume of
emails that fit the definition of "record".  If it's a small number each
day, then having employees recognize them, print them out, and file them
with other related items in a case file or a subject file may actually be a
great stride forward.

If an organization sends and receives a large amount of record emails each
day, then obviously it would need a more sophisticated, probably electronic,
solution.  But a low-tech approach is appropriate in many cases, and is
certainly better than no approach at all.

Greg Schildmeyer
Director, Records Management
State of Missouri

-----Original Message-----
From: Steven Whitaker [mailto:[log in to unmask]]
Sent: Monday, December 13, 2004 9:51 AM
To: [log in to unmask]
Subject: Re: Electronic Discovery - e-mail practices


Sounds like a step backwards...

Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 12/10/04 08:01PM >>>
Shari ...

I believe you would find that the "best practice" to print out the
electronic record and file is probably appropriate.  You can check
other
government agencies to see how they address the problem.  I know that
the
State of Washington has the same policy (or at least the current
manual
reflects it) for electronic records.  It is in their Records
Management
Guidelines for Local Government Agencies of Washington State).  You
can
download from the State Archives

http://www.secstate.wa.gov/archives/records_management.aspx

Then goto General Retention Schedule, then open the Local Government
document, Page 27 thru about 32 I believe.  Gives you some very good
guidance.

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