See answers below.

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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1.       Do you have an email retention policy in place?

¨X Yes                    ¨ No                      ¨ Working on it

o         If yes, indicate retention you set on the following:

·         In-box:                                   ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other _ Retention is set based on e-mail content._________

·         Sent Folder:                         ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other _ Retention is set based on e-mail content.

·         Deleted Folder:                   ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other _less than 30 days_________



2.       What limit do you place on mailbox size?

X¨ None                 ¨ 1 GB                2 GB         ¨ ____________ MB


3.       What size email attachments do you allow? 

¨ 10 MB               ¨ 20 MB               ¨ 30 MB               ¨ 1 GB                  ¨ 2 GB                  ¨ Other ___No limit___


4.       Where do you declare "record" emails?   (Check all that apply)

¨ DM                    X ¨ RM                     ¨ Both                 ¨ Exchange        ¨ We don't

 o         If declared, how:  ¨ Drag & Drop                          ¨ Profiled            ¨ Other __Based on retention schedule______________



5.       Do you use Personal Folders to retain non-record emails?

¨ Yes                    ¨ No                      ¨ Other _sometimes______________

 o         If yes, what retention period do you place on Personal Folders in your:

E-mail exchange:       ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other __ Retention is set based on e-mail content.________

 
6.       Do you allow the use of .pst's?  Not an issue at this time.

o         If yes, what retention period do you place on .pst's?

¨ 30 days    ¨ 45 - 60 days    ¨ 90 days   ¨ Other __________

 
7.       Do you have an archiving solution in place?    (Check all that apply)

¨ E-mail               ¨ DM                     ¨ RM                      ¨ .pst's                ¨ Other _Up to individual users.  Users are required to archive based on retention._________

 ·      If yes, indicate period of time  you move data to archive:

o         Email                     ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other _Based on user preference_________

o         DM                          ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other __N/a________

o         RM                          ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other __n/a________

o         .pst'ss                   ¨ 30 days            ¨ 45 - 60 days    ¨ 90 days   ¨ Other __n/a________

 
8.       Do you get the support you need from management to enforce these policies and size limits?

X¨ Yes                    ¨ No                      ¨ Working on it


9.       Are exceptions  made by management to policies and size limitations?  No



Indicate any practice groups ________________________________________________

10.    How many users do you have?

¨ 100 - 299         X ¨ 300 - 599          ¨ 600 - 999        ¨ 1000 or more


11.    How many offices do you have? 

¨ 1         ¨ 2 - 5                 ¨ 6 - 9                  X ¨ 10 or more

 

12.    How large is the current volume of emails on your network?         __2 terrabytes________________________ 

 
13.  What is the date of the oldest e-mail on your e-mail server? ______1995____________________________

 

Barbara Embick, CRM

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