This may be misconstrued as an advertisement, as it is in a way because I work for the company, but the company I work for produces a product that fully automates processes like the one Kevin was talking about. The end users wouldn't even have to classify the emails themselves. It provides fully automated unstructured data (emails, file shares, desktops, removable media) management. We won't design your retention policies for you, but we will enforce them. If anyone would like more information, feel free to email me and I'll set you up with the right people.
I've tried to refrain from mentioning the name of the company to make this less of a horrible breach of listserv etiquette, but you'll be able to figure it out from my email address if you really want to.
Just trying to help, please don't yell at me!
Josh McLane
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Mrozak, Suzanne
Sent: Friday, February 13, 2009 1:35 PM
To: [log in to unmask]
Subject: Re: Email archiving retention question
Thanks to all who have responded. This has all been very helpful so far.
Just an FYI, an added complication for us is that we do not have a records retention schedule or policy in place yet, although we are working on both at the moment. IT, however, does not intend to wait for us to catch up before they roll out their "solution."
Comments? Advice?
Cheers
Suzanne
Suzanne Mrozak | Director | Global Information and Records Management
Genzyme Corporation | 500 Kendall Street Cambridge, MA 02142 | 617-768-6549
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Kevin Tisdel
Sent: Friday, February 13, 2009 1:20 PM
To: [log in to unmask]
Subject: Re: Email archiving retention question
I recently initiated an email archiving/e-discovery project with IS. We
reviewed 4 or 5 vendors products. When we narrowed our list down to two
vendors they demonstrated their products. Both had a feature whereby you
could set retention periods based on user profiles or folders. While
administratively challenging we were going to set up the following
process:
1. The emails would be archived after 60 days.
2. Employees would identify emails as either business records or
non-records
3. Employees would move the business records to folders with specific
retention series
4. After 90 days any email not moved to a records retention folder would
be deleted.
5. The folders would automatically process the emails based on the
folders retention period.
6. The e-discovery tool would allow us to search and put individual
emails on hold, thus stopping us from inadvertently destroying records.
Both vendors stated their system could do it this way.
The project is currently on hold.
Kevin Tisdel
Director of Corporate Compliance
Shaw Industries Group, Inc.
"Mrozak, Suzanne" <[log in to unmask]>
Sent by: Records Management Program <[log in to unmask]>
02/13/2009 10:25 AM
Please respond to
Records Management Program <[log in to unmask]>
To
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Subject
Email archiving retention question
Greeting to all from Cambridge, MA, where the snow is finally melting
:-)....
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