Could anyone articulate what is meant by full text indexing?
The List continues to be a wealth of information!
Thanks,
Kim Kaminski
ATK
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Mrozak, Suzanne
Sent: Friday, March 30, 2007 10:15 AM
To: [log in to unmask]
Subject: Re: Email archiving systems and document management systems
Since I started this thread, I thought I should chime in to say that I
have been following it with great interest and want to thank all who
have responded so far. It's been extremely helpful to have so many
facets of this thorny issue so articulately addressed.
FYI, since we have about 10,000 employees world-wide and minimal RIM
infrastructure in place, I suspect that the approach outlined below will
be the one we end up taking, at least for the near term. I agree with
Jesse - given the alternatives, we'll be better off than we are now.
Cheers,
Suzanne Mrozak
Associate Director
Records and Document Management Services
Genzyme Corporation
500 Kendall Street
Cambridge, MA 02142
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jesse Wilkins
Sent: Friday, March 30, 2007 10:51 AM
To: [log in to unmask]
Subject: Re: Email archiving systems and document management systems
I agree with Steve here and would additionally note that given the
current state of automatic classification tools vs. the overwhelming
volume of email most organizations receive, many organizations are
choosing to do what they can vs. trying to apply traditional records
best practices that don't scale.
If the average employee receives 110 emails/day (and I think that's the
last stat I saw from Radicati), that's 2200/month or 26,400/year per
employee. A recent client of mine has 23,000 employees. That's 607
MILLION emails per year to have to manage. Now some of you will say "But
Jesse, not all of those are records and have to be managed!" You're half
right: not all of them are records. But someone still has to make the
determination as to record or not and then do something with the record
messages...and if that's only 5% of all of them that's still 30.4
million email records to be dealt with, declared as records, classified,
indexed, etc. At the same time, most organizations' classification
structures are all but opaque to users who don't have an MLIS or other
appropriate info architecture background - and that's almost all of
them. So a) the users cannot do it, at least not easily, and b) there
aren't enough records managers on the planet to do even just the email.
A better approach might just be to combine email archiving with the
full-text indexing capabilities of many of the email messaging
applications/gateways/appliances available. I'm not saying that this is
the desired end state necessarily, but faced with the alternatives of
doing nothing, doing a little tiny bit as exception, or archiving and
full-text indexing, I know which one I'd recommend.
Jesse Wilkins
CDIA+, edp, LIT, ICP, ermm, ecmm
J Wilkins & Associates
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blog: http://informata.blogspot.com
(303) 574-1455 office
(303) 484-4142 fax
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Steve Petersen
Sent: Friday, March 30, 2007 7:41 AM
To: [log in to unmask]
Subject: Re: Email archiving systems and document management systems
Glen,
While agreeing in general that archiving all mail off to an archive
isn't
good RIM there may be instances where the archiving of mail considered
a
record could be adequate and acceptable from a risk standpoint for a
company. This would depend on the particular companies situation
(non-regulated) and risk management strategy. To me having a process
and
following it consistently is better than no process at all
The archiving solution could also be a step in moving toward good RIM
and
at the same time lower both liability and cost to a company. While full
management of messages in an ERM is best practice an interim step of
bucketing messages into record series categories could be beneficial in
movement toward that best practice. It's been a sort double edged sword
at my employer as its worked well from an IT /legal side ,not quite as
well from the RIM side but its better than it was and the next step will
involve less change management and be almost transparent to the end
-user.
Again its a matter of putting a good plan together and gaining the
management /end-user approval needed to keep moving the process toward a
best practice endstate.
Small steps- small wins can move a RIM program toward the best practice
endstate while not causing major chaos in the enterprise.
My 2 cents
Steve Petersen CRM
Records Manager
Rockwell Collins Inc
319.295.5244
"Bringing Order Out of Chaos"
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