Hi Denise......

This is somewhat akin to someone walking into your office on their last 
day of employment and handing you numerous CD's of the work they have 
performed while employed.  What do you do with it?  Who will go through 
the CD's?  How do you determine the value of the content?

For e-mail you have no idea as to the content or the context unless you 
open them and view them.  Are they transitory or official records?  I 
would assume that no retention term was applied to these?

Removing this data from your system will free up storage space and make 
for a more effective system.  If you decide to keep the data, who will 
access it and what purpose will it serve?

My suggestion is to remove these names and the corresponding data from 
your system.  For the future, you may want to develop a protocol for 
storing e-mail in your EDMS.  I am working on this now and can provide 
tips if you want to call me. 

John Annunziello, ermm
Manager, Records and Information 
Toronto and Region Conservation Authority
(416) 661-6600 x 5272

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