Julie,
Thank you very much for your 87 cents of information, it is much
appreciated.
I will forward this information to my coworker who may have more questions
for you.
Thank you again
_________________________________
Josée Dallaire
Outsourcing and Contract/Records Management Analyst
Legal & Contract Governance
Canadian Tire Financial Services
5500 North Service Road
Burlington, ON L7L 6W6
tel. 905/735-3131 X6662
800/464-9166
__________________________________
From: "Julie J. Colgan" <[log in to unmask]>
To: [log in to unmask]
Date: 07/21/2010 11:31 AM
Subject: Re: Question regarding Email Archiving
Sent by: Records Management Program <[log in to unmask]>
Hi Josee,
My two cents are that any email archiving system you might choose to
employ
should not be intended or used for records management - they are not built
for that purpose. Email archiving systems are intended to provide a way
to
stabilize your mail server - to move messages off of the server who's
primary job is to send and receive, not store.
An archiving tool generally archives by date (90 days, 120 days, whatever,
since the message was created/received). They do not archive based on
content or context (or at least I'm not aware of any that do, including
Symantec's E-Vault). Once messages are in an archive, the various
products
have varying degrees of useful functionality to interact with the messages
(search, analytics, grouping, "retention", etc.).
If you intend to manage the messages in the archive according to RIM
policy
and a retention schedule, you should do so using RM software, not the
archiving software. While E-Vault has "retention classes", all that does
is
essentially lock down the messages for the period you set - then when that
time is up, they are "unlocked" and you can delete them if you want
(E-Vault
will not go in and delete them for you). E-Vault does not do records
management. I can't speak for FileNet as I have never used it.
As for implementation advice, here's a lesson my firm learned with
E-Vault.
Do not use the retention class of "Infinite" (or was it "Infinity"? can't
recall exactly their word). If you do, and you find you want to delete
something prior to the end of the world as we know it, or 99
years, whichever comes first, you will have to re-hydrate the message to
your mail server (essentially you have to "unarchive" it) first, then you
can do what you want with it.
We have one retention class set for ALL mail that lands in the archive
(120
days after it hits the server). I pushed for a one year period, but caved
and agreed to a 5 year period at the pleading of our IT Director who is
terrified of email being deleted too soon, even though I have explained
that
nothing will actually be deleted until we specifically delete it. We will
be finalizing our retention schedule later this year, and once we begin
implementing it, we will likely end up having to re-hydrate a bunch of
email
to our Exchange server in order to apply the real retention period to it
(I'd estimate that 80%+ of the mail in the archive is
junk/transitory/non-record and should have never landed in the archive in
the first place, much less have been kept for five years).
I hope that is helpful, even though it ended up as closer to 87 cents than
2
cents. If I can answer any other questions, please feel free to contact
me
off list.
Julie
--
Julie J. Colgan, CRM
[log in to unmask]
http://twitter.com/juliecolgan
http://www.linkedin.com/in/juliejcolgan
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]
This message, including any attachments, is privileged and may contain confidential information intended only for the person(s) named above. If you are not the intended recipient or have received this message in error, please notify the sender immediately by reply email and permanently delete the original transmission from the sender, including any attachments, without making a copy. Thank you.
Ce message, y compris toutes ses pièces jointes, est confidentiel et peut contenir des renseignements destinés uniquement aux personnes dont le nom est indiqué ci-dessus. Si vous n?êtes pas le destinataire prévu ou si vous avez reçu ce message par erreur, veuillez en aviser l?expéditeur immédiatement, en lui répondant par courriel. Veuillez aussi supprimer définitivement le message original de l?expéditeur, y compris toute pièce jointe, sans faire de copie. Merci.
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]
|
