A long, long time ago, our email system was completely unmanaged, except 
for a space quota.  As users bumped against their quota, they were 
instructed to delete messages, which they did with no respect to RM 
requirements.

A long time ago, we instituted an automatic 30-day retention for messages 
residing within your 'in' or 'sent' boxes.  Same quota.  If users needed 
to save messages for a business reason, they were to be saved into folders 
that the users created.  Still no RM on the created folders, but at least 
stuff in your 'in' and 'sent' boxes got deleted, and users had 30 days to 
decide wether or not to file messages into folders

Two and a half years ago we instituted, company wide, a new email 
management system, which allows users to manage their email messages 
according to our existing records retention schedule, with virtually no 
extra effort on their part.  We created five retention folders for the 
users 1Y, 2Y, 3Y, 5Y and Record Hold (plus retained the 30-day in/sent box 
deletion).  Users were instructed to take each of their existing folders, 
look up the appropriate retention  period (via our retention schedule 
linked to Notes) and move folder and all into the appropriate retention 
group.  Took 10 minutes to an hour or so per user to set up.... then they 
could forget about it.  Users were instructed to continue to file messages 
into the folders as they always did.  Only when users create a new folder 
do they look up the retention group it needs to go into, then business as 
usual.  Users are not required to 'declare' a message to be a record.  The 
act of filing a message into a folder is the 'declaration' that the 
message is a business record.  Users are not required to 'classify' a 
message.  The act of filing a message into a particular folder is the 
'classification' of the record.  Users check messages due for disposal for 
record hold status, and can move those to appropriate record hold folders. 
 Users have been declaring and classifiying all along.  Sure, we created a 
CBT to help users better understand the definition of a business record, 
etc.    And sure, its not a perfect solution... it allows several people 
to save the same attachments, for example.  But its easy to use -  we had 
virtually zero implementation problems; messages come up for disposal 
according to our retention schedule; nothing is retained forever within 
email; messages on Hold are being held; growth of email server space has 
slowed, etc. etc.   We've actually had users call and ask if it was OK if 
they moved records out of their shared drives into Notes so they could be 
managed! (answer was No, but we are working on a shared drive RM 
solution...)

Regards,

Dan Jones
Honda of America Mfg.
Records Administrator
Records Information Center
937.642.5000  X61239

Confidentiality Notice:
This transmission (including any attachments) may contain confidential information belonging to the sender and is intended only for the use of the party or entity to which it is addressed.  If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, retention or the taking of action in reliance on the contents of this transmission is strictly prohibited.  If you have received this transmission in error, please immediately notify the sender and erase all information and attachments.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance