>>
Do we need to rethink how we manage email? or do we look for tools that 
can behind the scenes do the classification for the organization with 
minimal
employee input?
>>

I posted an scenario for an autoclassification tool in general to the list

last October when everyone was at the ARMA Conference, I'll recap the main

points here because it would include email as well:

1. A tool/system that is put on all computers in the organization. Staff 
can perform no tasks or operations except through the system's portal. It 
becomes the end users? de facto operating system. (Includes complete 
pass-through if working in a major structured data application).
2. Each staff member has a personalized dashboard with a selection of 
specific functions based on their position description supplied by HR and 
put in a table in the tool. Functions can be added or modified by their 
immediate supervisor. 
3. Each function is tied to a record series in the organization's records 
retention schedule.
4. The staff member selects the function they plan to work in (ex: Update 
Records Retention Schedule), and then creates a task (or opens an existing

task). A task can be a short, simple action like "answer a retention 
question," or a big project like "Implementation project for X 
application." Giving the task a name is the only manual operation the 
staff member needs to do. They do not manually classify anything. 
5. The system gives the task its Start Date. The staff member can give the

task an End Date when they have completed the task, but if they don't, 
after six months of inactivity within that task the system gives it an End

Date of the last date they worked in it.
6. For each task the system creates a folder, and every document the staff

member creates or receives while in that task is filed in that 
task/folder. Regular production programs are used - Word, Excel, 
PowerPoint, Publisher, etc., etc.
7. The system integrates with email and creates a folder structure in 
their email based on their functions and tasks. Whenever they create a 
task a corresponding folder is created in their email. They can drag & 
drop or send & save emails into their task folders. The task folders look 
like regular email folders, but the email is actually filed in the system 
folder for that task and not on the email server.
8. Task creators can share their task/folders with other staff members to 
reduce copies of files being emailed and saved in other staff members? 
folders.
9. Built in versioning. At the End Date, the system can be set to delete 
previous versions of versioned documents. Also to delete selected 
non-record file extensions, and other ROT rules. 
10. The End Date starts the retention period as specified by the record 
class assigned to the parent function of the task/folder. Can be set to 
send the folder to a different tiered storage after a specified period 
after the End Date."

People who work in project management applications are familiar with this 
general setup and kind of system - they open a project and work in that 
project and everything they do is filed in that project. The idea is to 
make a system that does this not just for projects but everything that 
everyone in the organization does. Then all documents including emails are

autoclassified as you work.

Gary Link
Pittsburgh, PA
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