We are seeing this phenomenon occurring quite a bit in the western US.
Large institutions such as Arizona State University have moved to g-mail
but retain their standard domain name (for example: @asu.edu).  The mail
is actually stored on a google server.  In terms of retention think of
it as a relationship between a vendor and an agency.  Our physical
records vendor leaves the retention management totally up to us even
though they hold physical custody of the records.  With g-mail's archive
function, the user will have to physically get rid of the e-mail by
ensuring that it has been removed from the archived folder.  Given that
google's PER USER storage capacity is something astronomical like to
10gb (an approximation).  They could archive messages indefinitely.  My
suspicion is that they are using compression to overcome server space
issues.

r/
dm
--
Dustin McLemore, MPA
Austin Energy
512-505-3777
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Larry Medina
Sent: Thursday, January 15, 2009 9:53 AM
To: [log in to unmask]
Subject: Re: Hamilton Beach moves from Lotus Domino/Notes to Gmail

>I am not a records manager at Hamilton Beach, so I don't know if the
>statement in the second paragraph is true. I also know that Google does
not
>presently provide records management in the traditional sense but does
>provide retention management and it could be that Hamilton's RRS is
simple
>enough based on their internal risk assessment that what Google
provides is
>sufficient.

It would have to be so simple that they only have ONE RECORD SERIES and
ONE
RETENTION PERIOD =)  And they must see the risk as being LOW to
determine
it's sufficient.  

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