Janet,  A subject near and dear to my heart !!!  We are in the middle of 
rolling out a new Lotus Notes message archiving process here at Rockwell 
Collins, to 17,000 employee's.  This will be a little different than your 
project as we're going to do it in 2 steps: force the employee to 
categorize the email and then manage the buckets we have selected  in our 
ERM/ECM  solution in FY07.

Here's the major components:

Buckets:
Uncategorized(do nothing)- 90 day retention
Business Value- up to 365 day retention
     This is like granting them an automatic extension but  the retention 
period starts from the posted date of the message.  these are for messages 
of short term value and work in process.
Company record- Retention dependent on the retention period in the 
schedule.
Litigation hold- destruction is suspended until released by the Office of 
General Counsel.

We have rolled out the new Lotus Notes Template to the desktop and have 
begun training- both live and net meeting

The compliance period is 120 days before we begin to delete email

The employee receives an email on Monday AM of each week telling them the 
number of email that are at risk of deletion the following Friday (90 and 
365 day)

The employee can then under certain conditions re-categorize the messages 
to avoid deletion during the week.

We've started with the employee's sent,in-box and regular folder structure 
folders for compliance.  We aren't touching calendar,to do 
lists,Journaling,mail-in db's and stationary at this time.  We also have 
locked down the local archiving feature of Lotus Notes so that the 
employee's can't ADD anything to them but must instead categorize them. 
They still have the ability do  most anything they want to do with these 
local archives-just not add to them.  We will force clean-up of these 
local archives later in the Summer/early Fall

Archiving of Company records and Litigation hold messages occurs nightly. 
These messages have the same search functionality as regular Lotus Notes 
and can still be read ,printed and forwarded just not deleted or altered.

The Business value messages remain on the live Lotus Notes db and are not 
archived.

Messages can be archived from any of the 3 folders described above 
(Sent,in-box, and regular folder structure) and we actually encourage the 
employee's to use these folder set-ups.  This helps ease the 
categorization process.

 Once an email message is archived all the views that it is kept in are 
simply links to the full text message stored in the archive db. 

We have created alot of Help material on our RIM portal web-site including
FAQ's 
Quick Start help guide
Flash demo of the process
Retention schedules
Training schedules
Key definitions
Training presentation
A feedback section for questions, venting,suggestions and to start the new 
retention series process.


That's kind of an overview and contact me with more questions.

Steve Petersen CRM
Sr. Records Administrator
Rockwell Collins Inc
319.295.5244


 


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