Laura
I have worked with many organizations that have faced this question. The biggest down side to allowing voicemails to become emails in a VOIP system is that they are "discoverable" in the legal sense and would maybe also be subject to a FOIA request. Under both circumstances all those voicemails would have to be listened to to determine if they were responsive to the request. Over-time this could amount to hundreds or thousands of hours of voicemails to be listened to.
Hoped that helped
Bill Tolson
Director of Product Marketing/Evangelism
Iron Mountain Digital
515 Ellis Street
Mountain View, CA 94043
(970) 817.1658 cell (Colorado)
[log in to unmask]
www.ironmountain.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Laura Maguire
Sent: Tuesday, December 21, 2010 10:32 AM
To: [log in to unmask]
Subject: VoIP Voicemails as Emails
Greetings from soaking wet California!
We are a local government in the process of implementing a new phone
system that has the capability to utilize Voice over Internet Protocol
(VoIP). This capability will allow users to send voice mail messages to
our email system. Once they are in the email system, the actual message
will have a ".wav" file attached to the email. We are reviewing this
feature and realize it will create new records that must be managed.
Others view this as a convenient way to receive voice messages when one
is out of the office. We agree the feature is convenient, but want to
see if anyone else is utilizing this feature of VoIP and how they are
managing the emails. We would like to get a handle on the implications
of this feature before the new phone system is implemented.
Although we are a Municipality and would love to hear from other
government agencies, we would also like to hear from private businesses
as well with answers to the following:
1. Do you currently have this capability with your phone system?
2. Do you use this feature?
3. Do you treat the voice mail, once in the email system, as an
email message for retention purposes?
4. How long are you keeping these messages?
5. Do you have an email policy? Can you share it with us?
6. Do you have a voice mail policy? Can you share it with us?
7. When receiving a public records request, is your attorney
requiring your emails to be produced? If yes, do you have to produce
one of these emails with the voice mail attached?
Thanks and Happy Holidays!
If you prefer, you can reach me offline at:
Laura Maguire
Records Management Analyst
City Clerk Department
City of Thousand Oaks
(805) 449-2152
Fax: (805) 449-2150
[log in to unmask]
Please consider the environment before printing this email þ
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
The information contained in this email message and its attachments is intended only for the private and confidential use of the recipient(s) named above, unless the sender expressly agrees otherwise. Transmission of email over the Internet is not a secure communications medium. If you are requesting or have requested the transmittal of personal data, as defined in applicable privacy laws by means of email or in an attachment to email, you must select a more secure alternate means of transmittal that supports your obligations to protect such personal data. If the reader of this message is not the intended recipient and/or you have received this email in error, you must take no action based on the information in this email and you are hereby notified that any dissemination, misuse or copying or disclosure of this communication is strictly prohibited. If you have received this communication in error, please notify us immediately by email and delete the original message.
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
