Hello everyone,

I could use a bit of help from anyone who has had some experience with
the following:  

 

We have a policy that says email records must be removed from Outlook
and filed in .msg format with other related records on network drives.
The rest are transitory and should be deleted.  This has not had good
uptake yet since we have not been able to find a reliable software that
can be used to full text search these messages once they are removed
from Outlook that we can afford to give to everyone.

 

IT has now implemented archive software which they believe may present
the option of retaining email in Outlook since it would allow for larger
mail boxes.  Their suggestion is to use an identical folder structure in
Outlook to mirror those on network drives.  They believe the archive
search will work, but we haven't been able to test that yet.

 

This raises a number of issues for me such as the failure to meet the
criteria of integrating records in one recordkeeping system.  Keeping
them in Outlook would also raise record confidentiality issues that
would prevent a new employee from being given access to their
predecessor's email in Outlook since email may contain confidential or
private information.  

 

Has anyone found a way to maintain email records in Outlook while still
meeting record keeping requirements and ensuring confidentiality?

Also has anyone found a good solution to searching msg messages on
network drives that is cheap or even better free?

 

 

P.S. If this is a duplicate post, I apologize since the one I sent early
Friday hasn't appeared yet.

Best,

 

Annemarie Toth-Waddell

Manager, Records Management Program

Office of Information Management

Information and Technology Services Division

Legislative Assembly of Ontario

Queen's Park

Toronto ON M7A 1A2

416-314-8515

email: [log in to unmask]

 

 

Annemarie 

Annemarie Toth-Waddell

Manager, Records Management Program

Office of Information Management

Information and Technology Services Division

Legislative Assembly of Ontario

Queen's Park

Toronto ON M7A 1A2

416-314-8515

email: [log in to unmask]

 


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