Did you receive and/or return a call from Monty someone from Versatech?
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Colgan, Julie J.
Sent: Wednesday, July 26, 2006 12:16 PM
To: [log in to unmask]
Subject: Re: [RM] Saving e-mail from Outlook to a recordkeeping system
[was E-mail policy]
I'm a little surprised that there haven't been several responses to this
post already!
A few of quick thoughts about Carla's query regarding potential problems
with moving Outlook email off of Exchange by using the Save As action on
the File menu within the message:
Carla asked, "Are there any issues with this type of e-mail
recordkeeping?". I contend that what you would be doing is not
recordkeeping at all. Yes, you are potentially reducing the burden on
the Exchange server, however you don't mention what your plan is to
manage the content once moved. Where is it going to be moved to? A
shared drive? The hard drive? A document management system? How do
you plan to manage this process for anyone but yourself?
One of the important parts of a "trustworthy recordkeeping system" is
that it provides protection from alteration. If you are moving Outlook
messages off of Exchange and onto a shared or hard drive, there is no
(good) way to protect it.
Another valuable function of a recordkeeping system is that it allows
for searching of messages by content by everyone who has access to the
system. If you save it on a hard drive, it is no better than the .pst
file issue because no one else will know it exists. And how would you
manage the discovery/litigation hold process in that environment? I
know there are some really cool spider software packages out there that
you might be able to deploy to get some of the content, but likely not a
reasonable solution to the problem.
Our DM has an Outlook extension, that way we skip the step of saving off
of exchange then importing into DM - we can drag it right into a DM
folder without leaving Outlook. I realize a DM is not a RM system and
lacks some important RM functionality, but it's all we've got at the
moment and is certainly better than saving email to a shared drive
and/or hard drive.
I'm sure I have neglected to mention other important issues here, and
perhaps some of my esteemed colleagues will choose to put in their two
or three cents. However, in my opinion and in sum, the only email
received in an organization that should be managed by using the Save As
function in Outlook should be mail such as your Aunt Betty's famous
apple pie recipe.
Have a great day everyone!
Julie
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