Hi Donna,
I would say the single biggest risk in the current practice (and
replicating it in Exchange) is that the pdf copy will probably not contain
all the metadata that proves/evidences the emails authenticity and
integrity. This could have a major impact on any dispute / legal action
where the authenticity and integrity of the email record is being
challenged and / or is central to the outcome of the case.
I also think its very interesting that the users are pushing to retain a
process that requires user input rather than having automated rules being
applied under the hood. Its usually the other way around in my experience
(e.g. the users want full compliance and governance built in whilst
providing zero in the way of defining requirements, processes, taxonomy,
etc etc).
It may be based in a fear of change or distrust of automated solutions /
preference for a manual process that provides assurance that a copy has
been captured...
I'm also interested in the Notes > Exchange project, the drivers behind
it, and any issues you encountered...please feel free to email me directly
if you would prefer.
Regards,
Clifford Campbell
The content of this email is based on my own personal opinion and does not
reflect any formal position or statement by Standard Life PLC.
Records Management Consultant
Group Information Security
Standard Life PLC
Tel +44 (0)131 245 0104
Mob +44 759 022 1203
Donna Malzone <[log in to unmask]>
Sent by: Records Management Program <[log in to unmask]>
23/02/2012 16:04
Please respond to
Records Management Program <[log in to unmask]>
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Subject
Migrating from Lotus Notes to Exchange
Good Morning,
My company is undergoing a migration to move from Lotus Notes to Exchange.
About 8 years ago, our IT department set up a unique function button
within
Lotus Notes that allows an employee to click on the function button which
then moves
the email and its attachment into the department's records management
shared
drive folder and converts the email to a PDF (the attachment stays in its
native format). However, the email stays in Lotus Notes until the
employee
deletes it, so this feature is creating a copy.
Most everyone in the company wants the IT department to continue with this
feature. I would prefer setting up email rules within Exchange that would
have specific retention periods depending on the subject matter (based on
our retention schedule). I'm getting lots of push back.
Is anyone willing to share with me what risks you see in our current
process for saving email records.
It would also be helpful to know everyone's thoughts on auto-delete.
Thank you,
Donna
Donna Malzone
Records Manager
P: 617.428.9821
C: 617.678.1145
F: 617.428.9869
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