Records Mgmt & Archiving

see: new comments

http://www.aei.org/publication/the-email-saga/

Finally, Clinton is calling for all of her emails to be disclosed publicly. This is the most hollow, hypocritical ploy of all. She knows with certainty that the administration will not release them.

Artikel aus dem dokmagazin.de
Quelle www.dokmagazin.de, Dezember 2011
Autor: Dr. Hans Bärfuss (PDF Tools AG)

Heute ist jeder Führungskraft bewusst, dass ein grosser Teil des „Werts“ seiner Organisation in seinen Dokumenten liegt. Dokumente sind auch die Grundlage für die Beweisführung bei Rechtsansprüchen. Zunehmend gilt dies auch für E-Mails. Die Flut von E-Mails zwingt die Archivare, sich mit den Besonderheiten der Aufbewahrung digitaler Dokumente auseinanderzusetzen.


Artikel

Chris Prom (Illinois state University) has published a bibliography about e-mail mgmt and preservation / archiving on his blog.
Good sources.

http://e-records.chrisprom.com/?page_id=2180

see my comment to a blog post by Bob Larrivee on AIIM ERM Community:

http://ermcommunity.org/erm/blog/email-and-policy-oil-and-water#comment-131

Jürg

There is not enough clarity how to qualify an e-mail as a business record. Basically e-mail is a media and not a record per se. People should be trained in applying a simple method to identifiy the business value (& purpose) of an e-mail. A lot of organizations have introduced a simple Q&A loop to go through in order to end up with a decision whether an e-mail is a record or not. However there are several methods in this field and there is no generic answer. Apply the defined methodology within your business scope and you will be fairly compliant. But remind: in an e-discovery case, potentially all e-mails become a record.
In general, some research findings have shown that the percentage of compliance relevant e-mails is higher than expected (20-30% on an average).
The current NARA regulation might not be sufficient, but the related decision tree will do the job:
http://static.twoday.net/jhagmann/files/E-Mail-Mgmt-NARA.pdf (page 17)
- Agencies must inform staff that e-mail messages are potential records.
- Staff must be capable of identifying federal records.
- E-mail transmission data and distribution lists must be preserved.
- Agencies must state that draft documents circulated on e-mail systems are potential federal records.
- E-mail must be stored in an appropriate record-keeping system and staff must be
informed of how these records, regardless of format, are maintained in that system.
- Agencies must provide instruction on how to copy e-mail identified as federal records from an e-mail system to an official record-keeping system.
- E-mail systems must not be used to store record-keeping copies of e-mail messages identified as federal records.
- Agencies must not use e-mail backup tapes for record-keeping purposes.
- Staff must be educated on the management and preservation of e-mail records sent or received from nongovernmental e-mail systems.

These rules are either applicable in the private sector. (just replace "federal" or "agency" by "company")

And it's not hopeless:
http://ermcommunity.org/erm/blog/hopeless-records-management-email

... what we already know:
but the gospel has to be preached daily

from Burton group

Das Mailarchiv bietet eine praktisch unbeschränkte, kostengünstige Ablagemöglichkeit für Ihre E-Mails mit einer Volltextsuche auch über die Attachements und der Möglichkeit, archivierte Objekte in der Mailbox wieder herzustellen. Diese Objekte können Mails, Kalenderdaten, Aufgaben etc. sein (https://mailarchive.ethz.ch/).

see: http://www1.ethz.ch/id/services/list/e_mail/Archivierung

NARA has provided a decision tree to decide whether an e-mail qualifies as a record or not. (2008)
One question which is still missing would be: Is there a legal obligation to retain an e-mail
under the local jurisdiction (e.g. tax related or accounting like in Germany) - .
Logically this criteria would be included under the condition of "evidential value".

Decision-tree-e-mail (jpg, 106 KB)

go to full document:
National Archives and Selected Agencies Need to Strengthen E-Mail Management
http://www.gao.gov/new.items/d08742.pdf

Viele haben keine Ahnung, dass es gesetzliche Vorschriften zur Archivierung von E-Mails gibt. Dies hat eine neue Onlineumfrage ergeben.

s. Artikel in Computerworld Schweiz

und hier

Jedes vierte Unternehmen kontrolliert das Verbot privater E-Mails am Arbeitsplatz.

Knapp jedes zweite deutsche Unternehmen verbietet seinen Beschäftigten, private E-Mails am Arbeitsplatz zu bearbeiten. Davon kontrolliert mehr als die Hälfte der Firmen, ob das Verbot auch eingehalten wird.

go to article "ad-hoc News Hamburg

Toolkit for Managing Electronic Records. Here is a link to
the e-mail tools in the Toolkit. Included here is

a bulletin from NARA on e-mail archiving.

Some very useful links.