Colleagues,



Once again, I seek your wisdom and advice-and, hopefully a few useful statistics-to demonstrate (1) that most e-mail is valueless and (2) there are costs to retaining e-mail.



The background is that I am preparing a response to a proposed records retention requirement that would require some public officials to retain all correspondence (including non-business and transitory communications) 4 years.  The supporting statement all but ignores the fiscal implications and states "the public benefit will be that the amended schedules will help to provide better management of records by improving retention of public records and will increase access to those records by the public."  All discussions of this proposal have centered on e-mail.



Part of my planned response is to demonstrate (1) that most e-mails do not rise to the traditional definition of a record and (2) there are costs.



My organization is in the process of pulling together some statistics but time is short.  Google searches for e-mail cost factors produced nothing usable.  I've also searched the ListServe finding many references to the desirability of avoiding the costs of storing unnecessary e-mails (and other records) but nothing that demonstrates what these costs can  be.  I've had a bit better luck finding percentages for e-mail that meet the traditional definition of a record (from Larry  Medina) but more would be useful.



So, if anyone can provide me with or point me to studies that demonstrate my points, I shall be grateful.



Paul R. Scott, CA, CRM

Records Management Officer

Harris County, TX

713 368-0039



Under the Texas Public Information Act most written communications to or from public employees are considered to be public records and will be made available to the public and the media upon request.  This e-mail and any direct reply may be subject to public disclosure.



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