Hi All,

could the following project description be a suitable way to manage e-mails?


Managing e-mail on a shared drive (L-Drive)

Companies could set up a file plan directory structure according to the 
paper based file plan for the management of e-mails (and all the other 
digital documents) on a shared network drive; i.e. L-Drive. However, 
companies should take note of the fact that placing the e-mails in a shared 
file plan structure would not necessarily ensure that they are non-editable 
except if the system is configured to store read only versions of the e-
mails (configuration will be no problem). The e-mails would also be 
accessible by everyone who has access to the folders except if the system 
is configured to limit access according to user role. 

The same disposal rules that would apply to the subject folders in a paper-
based file plan would apply to the subject folders in the electronic 
directory structure. To ensure that the records have evidential weight in a 
court of law, the authenticity and reliability of the e-mails should be 
guaranteed by configuring the systems to capture a proper audit trail.

This method of work is not the most perfect way to manage e-mails, but it 
is better than not managing them at all. 

Companies should note that this method of work can be labor intensive and 
that it will require:
·	properly documented and disseminated records capturing and records 
management
·	policies, procedures and guidelines;
·	that the staff buy in to the idea and are committed to use the 
shared workspace;
·	that the staff are properly trained in the concept of records 
capturing and records management in the shared workspace, because their 
role as users will change from that of records creators to playing a more 
active role in records management; and
·	that the records manager is committed to managing the records in 
these directory
·	structures according to the documented policies and procedures.


Hope you will give me your comments and advices! Thanks a lot and kind 
regards from Germany.


Mario Rieger
Janssen-Cilag GmbH
Records Manager
Legal Affairs & Health Care Compliance

Raiffeisenstr. 8
41470 Neuss 
Tel.: +49 (0) 2137 955 320
FAX: +49 (0) 2137 955 683
eMail: [log in to unmask]

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