Annemarie,

As you indicate in your message, it is much preferred to file all related
records in one repository rather than multiple locations.  If you have all
related unstructured electronic documents (Word documents, spreadsheets,
graphic files, emails, etc.) filed together in well-organized and ordered
folders on network drives, and the documents in those folders have
descriptive titles or subject lines, it shouldn't be necessary to do a full
text search very often, if at all.  Structure in the storage repository
provides context for your records, which enables finding and retrieving.

That said, I believe it is possible to do a text search on .msg files, just
as with .docx, .xls, and .pdf files.  In a quick little test on my laptop I
was certainly able to do so using Windows Explorer Search.  I don't know
what troubles your users are having searching .msg files.

IMHO, your current policy is a correct one, and is the best practical
alternative to having a full scale electronic records management
application.  I would encourage you not to fragment your records by storing
the email component of them outside your established records system.

Greg Schildmeyer, CRM
RIM Consulting
Jefferson City, MO


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Annemarie Toth-Waddell
Sent: Friday, July 23, 2010 9:31 AM
To: [log in to unmask]
Subject: Email records in Outlook

 

Hello everyone,

I would appreciate hearing from anyone who has had some experience with
the following:  

We have a policy that says email records must be removed from Outlook
and filed in .msg format with other related records on network drives.
The rest are transitory and should be deleted.  This has not had good
uptake yet since we have not been able to find a reliable software that
can be used to search these files once they are removed from Outlook
that we can afford to give to everyone.

IT has now implemented archive software which they believe may present
the option of retaining email in Outlook since it would allow for larger
mail boxes.  Their suggestion is to use an identical folder structure in
Outlook to mirror those on network drives.  

This raises a number of issues such as the failure to meet the criteria
of integrating records in one recordkeeping system.  There are also
record confidentiality issues that would prevent an employee from seeing
their predecessors email in Outlook since it may contain confidential or
private information.  

Has anyone found a way to maintain email records in Outlook while still
meeting record keeping requirements and ensuring new employees have
access to the records they need?

Also has anyone found a good solution to searching msg messages on
network drives?

Best,
 

Annemarie Toth-Waddell
Manager, Records Management Program
Office of Information Management
Information and Technology Services Division
Legislative Assembly of Ontario
Queen's Park
Toronto ON M7A 1A2
416-314-8515

email: [log in to unmask]

 

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