Had the record copy holder retained that budget document per policy in an
electronic system...; even if just a classified file share; there would have
been no problem. Also not retaining "voluminous" quantities of emails.
Email should not be used as a record system.
Best regards, Steve
Steven D. Whitaker, CRM
On Wed, Aug 3, 2011 at 12:10 PM, Dean DeBolt <[log in to unmask]> wrote:
> I might agree with Steve IF our organization had a university-wide system
> for managing e-mail, but just this morning, I had to go back through my own
> voluminous e-mail to print out a key budget transfer document as evidence
> involving funds...because everyone else had deleted their e-mail and hence
> had no proof of what I was asking about!
>
> So in many cases, yes, I print out the e-mails and in some cases where it
> might apply to two different subject areas, more than one.
>
> Dean
>
>
>
> On Wed, Aug 3, 2011 at 12:05 PM, Steve Whitaker <[log in to unmask]>
> wrote:
>
> > I especially hate it when people print (gasp) email to paper.
> > Organizations are not well served when they buy expensive and complex
> > systems to try to micromanage people's email. This strategy is not going
> > to
> > work and, in the end, will not only cost lots of money, but will also
> > increase records-related liabilities much more than reducing liabilities.
> > I
> > much prefer education and training; including training on classification
> > per
> > retention policies and options/tools for segregating record content; and
> > then a hard policy deleting emails after "X" months.
> >
> > >
> >
> > <snip>
> >
> > > And for as much as Steve W. hates paper, I hate email.
> > >
> > > Julie
> > > <snip>
> > >
> > > --
> > >
> >
> > Best regards, Steve
> > Steven D. Whitaker, CRM
> >
> > List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> > Contact [log in to unmask] for assistance
> > To unsubscribe from this list, click the below link. If not already
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> > message.
> > mailto:[log in to unmask]
> >
>
>
>
> --
> Dean DeBolt, University Librarian/University Archivist
> University Archives and West Florida History Center
>
> University of West Florida Library
> 11000 University Parkway
> Pensacola, FL 32514-5750
> [log in to unmask]; 850-474-2213
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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