I think that it varies by industry and by the maturity level of the use of
email as a business record. When I worked for a large retail organization
where content lifecycles were routinely shorter than 7 years and we dealt
with 7.5 mllion emails monthly, the average "declaration" rate was about
5.5%. In the medical device manufacturing industry where I worked before
(much more highly regulated) and where email was used as part of "approval"
and "validation" transactions, the rate was 8.2%.
In my current industry, transportation (also highly regulated), I started
tracking my personal statistics just to see how I stacked up in order to
build a program for my organization. I am averaging 2.5% for "approvals",
another 6.2% for "trackable business transactions" that require me to keep
records longer than 60 days, and the rest is just "white noise" in terms of
communications.
One of the things that I am attempting to develop is a definition of "white
noise" vs. "business transaction" and that has been an interesting evolution
for me. I believe that it varies from organization to organizatoin, but we
Records and Information professionals are in a unique position to bring this
to the attention of our organizations and help define policy so that we can
develop the education necessary to educate end users for how to sort
"business transactions" from "white noise" communication that is sometimes
retained because of cultural reasons (fear, distrust, anxiety, corporate
memory, protection of self aka "cya", lack of knowledge on how to declare a
record, etc.).
I have been privately researching "cultural" reasons that people keep email
and the results are interesting. It is like having a tape recorder in the
room when you are communicating with another party. It is also the main
reason that my executive email training program can be summoned up in five
words....BACK AWAY FROM THE KEYBOARD! I strongly encourage senior
management to NEVER discuss anything in email other than exchange of
reports, golf and lunch dates, and casual communication. The rest
is....NOYB and should literally take place behind closed doors or in other
venues that are more private and not subject to surveillance by the IT
department
Warmest regards,
Angela Fares
----- Original Message -----
From: "Melvin Baskin" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Tuesday, May 13, 2014 9:22 AM
Subject: Email Records
>I am trying to find some data on the percentage of emails declared as
>records in a
> business with 1000 to 10,000 users. I would like to use the data for a
> RIM
> campaign to encourage users to declare emails in our ERMS. Any assistance
> would be greatly appreciated. Thanks
>
>
> Melvin D. Baskin
> Corporate Records Manager
> Verisign, Inc.
> Reston, VA
>
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