If you are required to produce all e-mails to or from Janice Hulme, how
can you prove either if you do not also retain the meta data? Can't you
create the entire email, including meta data, as a pdf.
Gordon Weaver
Source One Management, Inc.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Hulme, Janice M
Sent: Thursday, May 26, 2011 2:15 PM
To: [log in to unmask]
Subject: [RM] Is it (still) an e-mail?
Hello, Everyone. I am not new but should re-introduce myself as having
been with the LIST for some years, read the messages daily and have very
much appreciated the information that has been shared but, normally, I
stay in the background as I am not all that confident with advising
others on RM Issues. When a rare occasion occurs that I actually do
have information to share, I tend to send it directly to the requestor,
off line. I have searched the archives on the subject and can not
locate anything specific to my quandary. I am writing today to request
input on or off line on the below potentially damaging business process.
Like so many others, we simply cannot save everything forever - have no
e-mail classification software and no content management system. I am
hoping that, as always, someone can enlighten me to any possible legal
damage that could result from going forward with this solution to the
loss of important content. Thank you so much, in advance, for any input
Scenario:
I have an e-mail message related to FRA content that must be retained
for 6 years. (I only need the content of the message, not the
metadata.) My organization has a documented policy which states that
e-mails are deleted from the Outlook Exchange system at the age of 4
years. Therefore, I move the message of importance to me (and the FRA)
out of the Outlook system, and save as an .htm, .msg or .pdf file in my
shared network drive. Then, a civil action arises under which all
e-mails to or from Janice Hulme must be produced. My organization
produces only 4 years of e-mails and states that, by policy, no others
exist. Does this hold up in court?
Janice Hulme
Supervisor, Records Management Program
SEPTA Information Technology Department
1234 Market Street, 8th Floor
Philadelphia, PA 19107-3780
215-580-7916
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