Good feedback, and well said David and Julie, as to what we are trying to do at my company. Yes, Julie, you characterized our stance right on the money. We see Lync conversations primarily as transitory, much in the same sense as water cooler, kitchen/galley, or hallway types of chats. And Julie is right in that when a lawsuit rears its head, all of that does go out the window and [relevant] Lync conversations are indeed saved (though still probably unbeknownst to the users).
For example, I was recently asked--via Lync, to consider some changes to a couple of records series. I quickly moved that conversation off of Lync to email, an InfoPath form I developed to request changes to a records series, and F2F meetings to better document and review their requests. Though we didn't capture that initial conversation in Lync, I feel comfortable enough that we reiterated it enough in the transition to other media and methods, so that nothing was lost. To me, it's no different than if someone stopped me in the hallway and initiated the same kind of request.
When we upgraded from MS Communicator to Lync when we got MS Office 2010, we had a number of discussions on this issue between myself, Legal, IT, and our RM Advisory Team before coming to that conclusion. While I do agree with Robert in that a "record is a record--regardless of media," I don't necessarily think that all records are necessarily business records that need to be retained (i.e. non-records). However, in essence, I suppose you can also look at it as Lync non-records at our company having a very short retention period. When the Lync session is closed, the conversation is deleted as the Lync [non-records] retention has been met. If it needs to go further and be formalized, then we encourage our users to document it appropriately.
Good stuff!
Thanks.
Earl
Pipeline Records and Information Management Excellence... Get PRIMEd!
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Earl Johnson, Jr., CRM
Corporate Records Manager
Colonial Pipeline Company
1185 Sanctuary Parkway, Ste. 100
Alpharetta, GA 30009
Internet: www.colpipe.com | Email: [log in to unmask]
Office: 678-762-2586 | Mobile: 404-402-4420 | Fax: 678-762-2315
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