Geurds, Steven T <[log in to unmask]> wrote:
>
>The Town of Colonie employs about 500 people with email privileges.  We are
exploring email management software/hardware options.  Currently all of our
employees are using Outlook.  Retention of email is at the discretion of the
employee.
>

Won't go all commando in this response, but here's some things you may want
to consider.  

First, it'll be something that combines software and human intervention that
will help you achieve ALL of what you're after- I don't think hardware will
be an issue unless you want to procure a server dedicated to e-mail management. 

Second, I *REALLY LIKE* how you said 'email privileges'... and if they
understand that's what it is, then the next logical step for your Town is to
write an e-mail policy stating how and what the e-mail system is to be used
for and to provide guidance for employees in its proper use.  You also
mentioned that retention is 'at the discretion of the employee', which I
take to mean they presently have the option of exercising it... but it
shouldn't be optional =) 

Here's where policy comes into the picture, and will help your Town gain
control of their e-mail even prior to selecting or implementing any
technological tools to help you.  And keep in mind, NOTHING you buy will be
a solution, only a tool to help you achieve a solution.

Policy should establish what meets the Town's definition of a "record" when
it comes to e-mail- it would likely be a combination of the subject/content
and it's business or other administrative value.  E-mail that meets this
definition should be retained.  Other non-record e-mail can be retained for
a limited period of time, but should be kept separate from that which is a
record.  Any personal e-mail should be kept COMPLETELY independent of Town
business, and policy should state that periodic use is permitted, but their
should be an understanding that there is no expectation of privacy of any
personal e-mail in the system.  

There are many other issues that should be addressed in Policy, but these
alone will result in a serious reduction (likely 80-90%) in the volume of
e-mail you need to develop a system for managing- and it will be what is a
record ONLY.

 
>Options that would be desirable include:
>Automatically archive all incoming/outgoing email on an email server, even
if the employee deletes it on his own PC.
>Ability to assign a retention period
>Ability to flag email for litigation holds and suspend deletion if it is
eligible.
>SPAM, Virus & Phishing filters
>
>Just trying to find out what others are using and if they have been happy
with their solutions
>

Keeping everything going in and out is seldom desirable- there are few
situations in which there is any business benefit to this.  And while the
vendors LOVE to use the term 'archive', in an RIM sense, what these systems
do is NOT archiving.

Assigning a retention period to messages is a benefit, but give some
consideration to the option that simpler is better. Determine if a 'big
bucket' approach to aggregating retention periods may be easier to implement
and not be too risky.  Possibly set 4-5 retention periods, maybe something
like 180 days for transitory/reference, 3y general administrative, 8y
financial/contract/procurement, 15y town critical business, Permanent
enduring historic value as examples.

Any system should be able to allow users/administrators to flag messages for
holds or suspend deletion- just be sure it doesn't have an 'automated
delete' feature that can be enabled.

And the filters should be a given- but employees should also be educated
about not opening ANY attachments or messages from unknown sources.

Good luck in your endeavor.  Give us a report after implementation and let
us know what you did to succeed. As mentioned a lot of what's listed above
can be done before you look to technology and hopefully that will make it
easier to focus in and allow you to write a solid selection criteria.

Larry
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