Jesse,

Aha! That's my point: Why don't they DESIGN that capability in there?
Why doesn't Microsoft put that rule capability into Outlook? Then we
wouldn't need email archiving applications or need to hire developers?
Would save the whole world a lot of trouble.

Why would I put an email message into a network folder? Because we work
in projects, and projects have many people on the team, and all
electronic files for the project go into the project folder (with the
appropriate sub-folders, of course). Those folders are the "central
file" where all electronic project documents are to be filed. 

(I think I'm going to send that suggestion to MicroSoft.)

Gary

-----Original Message-----
From: Jesse Wilkins [mailto:[log in to unmask]] 
Sent: Wednesday, October 07, 2009 9:54 AM
To: [log in to unmask]
Subject: Re: [RM] RAINdrop - Testimony of David Ferriero - Nominee for
Archivist of the US

Hi Gary, 

True - but that's not what they are designed to do. Most of the
implementations of email archiving (or "archiving" for some of you :) )
I've
seen have been to some extent stop-gap, to address the immediate pain
point
of producing for litigation in advance of having a more comprehensive RM
system (including governance, training, etc.) in place. To that end,
they
generally work pretty well. 

As far as your Outlook question goes, I'm not sure. I couldn't quickly
find
a way to get Outlook 2007 to pull messages out and put them elsewhere on
my
machine. Even if Outlook can't do it readily and natively though, 

1. A developer can do a lot with Outlook and Exchange's scripting tools
to
allow messages to be extracted from a folder and put into e.g. Open Text
or
a network shared folder (and why would you put them there anyway?) 

2. Many of the email management tools, both from ECM providers and
pure-play
tools like Symantec, can integrate into Outlook such that instead of
dragging messages into Outlook folders, the user is actually dragging
them
into Symantec or Documentum folders. 

I think that gets to the same place you outlined - some or most folders
are
managed by the RM (or archiving) capabilities and others aren't. This is
manifested in many of the "three-zone" approaches to email management:
Transitory messages of no continuing value are left in the inbox.
"working"
messages relating to a deliverable or project are kept in a folder or
folders (either an ERMS or email management solution) with longer but
still
relatively monolithic retention of, say, 2 years. Records are moved into
the
ERMS, where they are managed according to their content. It's this last
one
that so many organizations have difficulty with, and to come full
circle,
that Ferriero suggests might be problematic. 

Respectfully submitted on behalf of myself and no other company,
organization, association, entity, or board of directors,

Jesse Wilkins, CRM
[log in to unmask] 
(303) 574-0749 direct
Twitter: http://www.twitter.com/jessewilkins 

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