>>>> Please read the confidentiality statement below <<<<
<I would greatly appreciate your including me in the list of those with whom you share any information you receive and the results.>
For all of you that are just about to hit the "Me Too" button, remember this is a listserv so just sit back and trust that you will be updated. Or if you must act, then please contact Janet directly.
Gary L. Grieme
Records Manager
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Marion Sumerianlibrarian
Sent: Tuesday, February 28, 2006 9:56 AM
To: [log in to unmask]
Subject: Re: [RM] Handling email
This is a great conundrum. I hope you receive some viable responses either from the RM listserv or other sources.
In any case, if you would be so kind, I would greatly appreciate your including me in the list of those with whom you share any information you receive and the results.
All the best of luck, Marion
--- Janet L Nelson <[log in to unmask]> wrote:
> Hello to everyone,
>
> Although I haven’t been an active participant of the Listserv for > some time, I do read as many of the postings as time allows. We are
> in the beginning stages of implementing a process to move email
> messages off of Lotus Notes and into Document Manager with records
> management being applied to those that are considered to be official
> records.
> (The recent
> discussion about metadata was well timed for me.)
>
> The dilemma I have been struggling with is what to do with the large
> volume of email that is currently stored by some employees in their
> Notes archives database, plus their folders within Notes. Many of the
> people with the biggest volume of messages in these two locations are
> part of our Senior Staff (VPs and Directors).
>
> The amount of time it will take these people to review existing
> messages and move them into the appropriate Document Manager folders
> is potentially prohibitive. By the way, these are also among the
> first scheduled to use the new system. We are using the top down
> approach and they are supportive of this. However, they are very
> apprehensive of the time commitment to do the review. I don’t want
> this to hold up our implementation or to sour their support.
>
> It is always better to expand the pool of knowledge and experience.
> So, I decided to come to this group and see if there are some other
> ideas as to how to proceed. Here are some of the options being
> considered.
> 1. Force them to do the review, but give them 4
> to 6 months to get it
> done. The problem I foresee with this approach is that human nature
> says they won’t seriously work on the review until they near the end
> of the “grace period’’ and then want more time. At my last
> meeting with Senior Staff, they as much as said that is what will
> happen.
> 2. Allow the current messages to remain in Notes
> unless they are opened
> and then force them to be handled according to our new process. This
> may get some messages moved, but probably won’t get all of them and
> there is no way of knowing how long it might take to get the remaining
> messages down to a manageable number for manual review. As a result,
> many official records will still be outside of RM control.
> 3. Move everything to CDs. This would be for
> only those employees with
> large volumes of emails. To me this is just a dumping ground. It
> also removes the ability to apply RM and to easily search the emails
> when needed. I really don’t see anything but problems with this > option.
> 4. Move everything into Document Manager. Many
> of the people already
> have their email in some sort of file structure in Notes either in
> their archives or their folders. We may be able to determine some
> type of retention for these folders as they are moved into DM.
> 5.
> I am hoping that some of you may have other ideas that we can explore
> or real life experiences you are willing to share (i.e., don’t do it
> this way). At this point, we have not started testing our options, so
> if there are other we haven’t thought of I would be delighted to > hear about them.
>
> Thanks.
>
> ***********************************
> Janet Nelson CRM
> Manager Records
> Dairyland Power Cooperative
> 3200 East Avenue South
> PO Box 817
> La Crosse WI 54602-0817
>
> [log in to unmask]
> 608/787-1218
>
> List archives at
> http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>
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