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Fri, 27 Nov 2009 11:44:02 -0500 |
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Hi Denise......
This is somewhat akin to someone walking into your office on their last
day of employment and handing you numerous CD's of the work they have
performed while employed. What do you do with it? Who will go through
the CD's? How do you determine the value of the content?
For e-mail you have no idea as to the content or the context unless you
open them and view them. Are they transitory or official records? I
would assume that no retention term was applied to these?
Removing this data from your system will free up storage space and make
for a more effective system. If you decide to keep the data, who will
access it and what purpose will it serve?
My suggestion is to remove these names and the corresponding data from
your system. For the future, you may want to develop a protocol for
storing e-mail in your EDMS. I am working on this now and can provide
tips if you want to call me.
John Annunziello, ermm
Manager, Records and Information
Toronto and Region Conservation Authority
(416) 661-6600 x 5272
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"Information is a corporate, strategic asset that needs to be managed"
"*PLEASE CONSIDER THE ENVIRONMENT WHEN DECIDING TO PRINT THIS MESSAGE*
Toronto and Region Conservation Authority Confidentiality Notice:
The information contained in this communication including any attachments
may be confidential, is intended only for use of the recipient(s) named
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the intended recipient, you are hereby notified that any dissemination,
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prohibited. If you have received this communication in error, please
resend this communication to the sender and delete it permanently from
your computer system.
Thank you."
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