I had responded to Jesse's message, but unfortunately I sent it directly to
Jesse, not the list.
I have added my responses to Jesse's below his.
Robert W. Dalton, CRM
Dalton Consulting
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
1. How do you print 607 million emails, many of which have attachments, many
of those which do not lend themselves to printing (video, audio, database)?
Even the 5% figure I quoted in the other email leaves 30 million.
Response: You don't print out the 607 million emails. You delete
non-records and retain business records in electronic and/or paper format
until such time as a system and/or technology becomes available that can
manage emails. You manage the same as paper records.
2. How do you find enough RM people to declare stuff into an
EDMS/ERMS/EDRMS?
Response: You don't find RM people to declare stuff into an EDMS/ERMS/EDRMS.
It should be the individual's responsibility to insure records are retained.
This requires education and continuing training to insure everyone is aware
of their responsibilities. Same as paper records.
3. How do you get users to do this 100+ times a day? You cannot force it and
you cannot fire 23,000 employees.
Response: Again, users do this 100+ times a day for paper documents so they
should be able to do it for the electronic records received via email.
Given all that, I say email archival is a *bit* better than doing nothing
which is what almost all organizations are doing now. We can full-text
search to find stuff that is important at the time it is required to be
produced. I don't believe this is a good solution long-term, but I'm talking
about this year.
jesse
-----Original Message-----
From: bobd [mailto:[log in to unmask]]
Sent: Friday, March 30, 2007 10:11 AM
To: [log in to unmask]
Subject: RE: [RM] Email archiving systems and document management systems
I'm sorry, but I disagree with the approach of retaining the email in a full
text searchable format. Rational:
Using the Jesse's figures for one organization that would have to
permanently retain 607 million emails received annually is overkill.
Retention would have to be established as PERMANENT since documents received
may have a permanent/long term retention established by law. Do the math
for your company for retention of emails over a 10, 20, 50, 100 year period.
Also, I would assume that we would also have to consider software
obsolescence. Can you imagine converting to a new system 10, 20 plus years
of emails of which probably 99+ percent are way past any retention
requirement.
If we use this rationale then we should keep every piece of paper that
arrives at our office since it might be a record.
Unfortunately, technology is moving faster than we or anyone can keep up
with from a records management standpoint. The only thing we can do until
"HAL" (Space Odyssey 2001) can take over and manage information is try to
insure those records received via email are retained and managed in either
an EDMS and/or paper based system.
My 2 cents worth.
Robert W. Dalton, CRM
Dalton Consulting
253-229-4555
.............
Hi Kim,
Consider searching for an email in Outlook or Domino. The default is that
there is no indexing, and when you look in your inbox for an email, it
performs a brute-force search, examining each message to determine if it
matches. With a full-text index, the system builds a list of all the terms
in all the messages, and then includes in the list which words appear in
which messages. This is much more efficient to search through than going
message-by-message.
Anyone interested in this and using Outlook can download one of two free
tools from Microsoft that do full-text indexing. Lookout is a plug-in for
Outlook that searches my entire inbox and folders (some 11,000 messages) in
under two seconds - and indexes attachments as well. Windows Desktop Search
starts there and includes indexing of some or all of your system folders as
well. Google Desktop Search offers similar functionality but I haven't
played with it in a while.
Cheers,
Jesse Wilkins
CDIA+, edp, LIT, ICP, ermm, ecmm
J Wilkins & Associates
[log in to unmask]
blog: http://informata.blogspot.com
(303) 574-1455 office
(303) 484-4142 fax
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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