I believe e-mail box limits can work, given certain specifics. Give your
users a tool or tools to do the job (such as rules based electronic
archiving) to archive records, let them "enhance" that process with
their own review and assessment, then give them size and or time limits
to make them do it, embed it in the business process so it's as seamless
as possible, and it will (mostly) get done. In my organization, no
action on the part of the user means deletion, so no action results in
an action that is not recoverable. It is a bit harsh, but it keeps us
focused on setting rules and doing due diligence review, at least in a
cursory fashion. Since the ability to save e-mail is between one click
and/or a rule away, it's not very burdensome. Sharon, as Jesse says, the
only thing worse then user based records declaration are all the
alternatives. Rules do help users manage the volume, but in the end the
user has to be the final arbiter. Notice that even e-mail filters give
you a chance to see what they filtered - and reverse it.

Jesse, I especially like the first paragraph of your last e-mail. Well
said. 

I don't think that Google and Yahoo are good comparisons or examples for
a number of reasons, but the biggest being they are in the e-mail (and
advertising, other) businesses, while our organizations are not. Their
marketing plan may well require their e-mail offerings to operate at a
huge loss against their advertising revenue, and their market share
goals. We also are not likely to do e-mail as well as the specialists
can, nor will we ever have the resources to devote to it that they do.
Similarly, I wouldn't advocate that my organization should do its own
off site storage, we can never compete with the off site storage
outsourcers, nor can we use their methods, or learn much from them on
how to manage our records, because our focus is different, and our goals
are different as well.   

William Creamer
New York, New York
(212) 728-3448


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