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Date: | Thu, 29 May 2008 10:48:24 -0400 |
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See answers below.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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1. Do you have an email retention policy in place?
¨X Yes ¨ No ¨ Working on it
o If yes, indicate retention you set on the following:
· In-box: ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other _ Retention is set based on e-mail content._________
· Sent Folder: ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other _ Retention is set based on e-mail content.
· Deleted Folder: ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other _less than 30 days_________
2. What limit do you place on mailbox size?
X¨ None ¨ 1 GB 2 GB ¨ ____________ MB
3. What size email attachments do you allow?
¨ 10 MB ¨ 20 MB ¨ 30 MB ¨ 1 GB ¨ 2 GB ¨ Other ___No limit___
4. Where do you declare "record" emails? (Check all that apply)
¨ DM X ¨ RM ¨ Both ¨ Exchange ¨ We don't
o If declared, how: ¨ Drag & Drop ¨ Profiled ¨ Other __Based on retention schedule______________
5. Do you use Personal Folders to retain non-record emails?
¨ Yes ¨ No ¨ Other _sometimes______________
o If yes, what retention period do you place on Personal Folders in your:
E-mail exchange: ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other __ Retention is set based on e-mail content.________
6. Do you allow the use of .pst's? Not an issue at this time.
o If yes, what retention period do you place on .pst's?
¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other __________
7. Do you have an archiving solution in place? (Check all that apply)
¨ E-mail ¨ DM ¨ RM ¨ .pst's ¨ Other _Up to individual users. Users are required to archive based on retention._________
· If yes, indicate period of time you move data to archive:
o Email ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other _Based on user preference_________
o DM ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other __N/a________
o RM ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other __n/a________
o .pst'ss ¨ 30 days ¨ 45 - 60 days ¨ 90 days ¨ Other __n/a________
8. Do you get the support you need from management to enforce these policies and size limits?
X¨ Yes ¨ No ¨ Working on it
9. Are exceptions made by management to policies and size limitations? No
Indicate any practice groups ________________________________________________
10. How many users do you have?
¨ 100 - 299 X ¨ 300 - 599 ¨ 600 - 999 ¨ 1000 or more
11. How many offices do you have?
¨ 1 ¨ 2 - 5 ¨ 6 - 9 X ¨ 10 or more
12. How large is the current volume of emails on your network? __2 terrabytes________________________
13. What is the date of the oldest e-mail on your e-mail server? ______1995____________________________
Barbara Embick, CRM
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