We are implementing a similar system to what Mark describes.

Our system only attaches a pointer (shortcut) to the VM message.  The VM 
message resides on the VM server and never actually attaches to the e-mail 
so it is never captured by our e-mail system.

When the VM expires off the VM server the attachment points to a 
nonexistent file, like a broken weblink in an e-mail.  We think this 
should mitigate the legal and regulatory discovery concerns, but we are 
still reviewing the process.  We also want make sure this meets with our 
e-mail retention requirements. 

Anyone have a similar process or willing to share their opinions on this 
approach?

Please feel free to contact me off list if you prefer.


Jason C. Stearns
Assistant Vice President - Records Management
Business Resilience Department 
New York Life Insurance Company




Mark Myers <[log in to unmask]> 
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02/28/2007 10:00 AM
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Re: Article on Voice mails stored as records.






We have VoIP (Voice over Internet Protocol) phone system at our agency 
with the ability to have what's called "unified messaging" where voicemail 
is sent to Outlook as an email with an audio file attachment.  We can also 
get an email notification that we have voicemail (another potential legal 
issue). 

Then there is whole Blackberry suit of issues.
 
Mark J. Myers
Electronic Records Specialist
Public Records Division 
Kentucky Dept. for Libraries & Archives
300 Coffee Tree Road, P.O. Box 537
Frankfort KY 40602-0537
Phone:  502.564.8300 ext. 244
Email:  [log in to unmask]



 


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