Modul 7 Preservasi Surat Elektronik

1. Modul 7Preservasi Surat Elektronik Mata Kuliah Preservasi Informasi Digital

2. Electronic Mail (E-Mail) • Email is a system that enables users to compose, transmit, receive and manage text and graphic electronic messages and images across networks and through gateways connecting other local area networks. • Includes: attachment (calendars, directories, distribution lists, word processing documents, spreadsheets, and other electronic document) • Email may create a record of the information that is being transmitted • Electronic messages is composed of three parts: • Content • Transmission data (identity, addressee, date, time) • Receipt data (date and time) • Preserving email  not only the content, but also the transmission and receipt data  complete record

3. Example of Transmission and Receipt Data • Received: from imsa.smtp1.telkom.co.id ([10.1.12.2]) • by smtpin01.telkom.co.id (Lotus Domino Release 6.5.4) • with ESMTP id 2009110305123339-2296427 ; • Tue, 3 Nov 2009 05:12:33 +0700 • Received: from imsa.smtp1.telkom.co.id (unknown [127.0.0.1]) • by IMSA (Postfix) with ESMTP id 6028420EFC0; • Tue, 3 Nov 2009 05:12:33 +0700 (WIT) • Received: from out-mta1.plasa.com (unknown [10.11.15.37]) • by imsa.smtp1.telkom.co.id (Postfix) with ESMTP id 2B16120EFB2; • Tue, 3 Nov 2009 05:12:33 +0700 (WIT) • Received: from HELO in-mta4.telkom.co.id • by out-mta1.plasa.com 76 with esmtps (TLSv1:AES256-SHA:256) • id 1N558r-0002LK-5S; Tue, 03 Nov 2009 05:12:49 +0700 • Received: from [93.183.12.31] (helo=demumfd002.nsn-inter.net) • by in-mta4.telkom.co.id with esmtps (TLSv1:AES256-SHA:256) • id 1N55C1-0000zG-0b; Tue, 03 Nov 2009 05:16:10 +0700 • Received: from demuprx016.emea.nsn-intra.net ([10.150.129.55]) • by demumfd002.nsn-inter.net (8.12.11.20060308/8.12.11) with ESMTP id nA2MCGCO013946 • (version=TLSv1/SSLv3 cipher=DHE-RSA-AES256-SHA bits=256 verify=FAIL); • Mon, 2 Nov 2009 23:12:17 +0100 • Received: from demuexc022.nsn-intra.net (demuexc022.nsn-intra.net [10.150.128.35]) • by demuprx016.emea.nsn-intra.net (8.12.11.20060308/8.12.11) with ESMTP id nA2MCG4i028511; • Mon, 2 Nov 2009 23:12:16 +0100 • Received: from SGSIEXC017.nsn-intra.net ([10.159.224.99]) by demuexc022.nsn-intra.net with Microsoft SMTPSVC(6.0.3790.3959); • Mon, 2 Nov 2009 23:12:14 +0100 • X-MimeOLE: Produced By Microsoft Exchange V6.5 • MIME-Version: 1.0 • Subject: COnfiguration SBY MALANG • Date: Tue, 3 Nov 2009 06:11:57 +0800 • Message-ID: <7AF2FD27191CFC478DBE9B28C2A9A372909222@SGSIEXC017.nsn-intra.net> • X-MS-Has-Attach: • X-MS-TNEF-Correlator: • Thread-Topic: COnfiguration SBY MALANG • Thread-Index: AcpcCX43+vTZxC/QR2GmRuQ8qkvQRA== • From: "Widiastuti, Ines (NSN - ID/Jakarta)" <ines.widiastuti@nsn.com> • To: "ext konang" <konang@telkom.co.id> • Cc: "David Gunawan" <david@telkom.co.id>, <bsoekanto@telkom.co.id>, • "F.X Ari Wibowo" <ari_wibowo@telkom.co.id>, <eha@telkom.co.id>, • "Sjamsurjana" <syam@telkom.co.id>, "Heru Wijaya" <wijaya@telkom.co.id>, • "Hidayat, Indera (NSN - ID/Jakarta)" <indera.hidayat@nsn.com>, • "Widiastuti, Ines (NSN - ID/Jakarta)" <ines.widiastuti@nsn.com>, • <paulus.pangalin@nsn.com>, "Beny Triantono" <beny_t@telkom.co.id>, • "Randi" <randi@telkom.co.id>, • "Eko Rudi Wihartono" <ekorudi@telkom.co.id>, • "Poernawan, Haries (NSN - ID/Jakarta)" <haries.poernawan@nsn.com>, • <pangalinan.paulus@yahoo.com>, • "ext paulus pangalinan" <ide07174@gmail.com> • X-OriginalArrivalTime: 02 Nov 2009 22:12:14.0291 (UTC) FILETIME=[8831DA30:01CA5C09] • X-TM-AS-Product-Ver: IMSS-7.0.0.3091-5.6.0.1016-16986.000 • X-TM-AS-Result: No--11.162-5.0-31-1 • X-imss-scan-details: No--11.162-5.0-31-1 • X-MIMETrack: Itemize by SMTP Server on smtpbd01/srv/divsisfo/Telkom(Release 6.5.4|March • 27, 2005) at 11/03/2009 05:12:33, • Serialize by POP3 Server on Bdgm01/srv/Telkom(Release 6.5.4|March 27, 2005) at • 11/03/2009 07:25:29 • Content-class: urn:content-classes:message • Content-Type: multipart/mixed; • boundary="----_=_NextPart_001_01CA5C09.85C691E3"

4. Basic Principles of Preserving Email • Electronic mail messages need to be handled as records • Electronic mail, in and of itself, is not a single record series • There is no single retention period for all electronic mail messages • The use of electronic mail is more important than the medium • The end user manages electronic mail

5. System Selection and implementation • Documentation must be available for the system in use and for the care and preservation of electronic records produced in organizations • Documentation files are needed to: • Identify system hardware and software • Formalize file naming conventions, back up, and security procedures • Identity the sources and use of information, as well as their confidential and non confidential status; • Outline quality control procedures and storage requirements • Formalize employee training procedures • Verify employee attendance at training sessions

6. Administrative Considerations • For convenient retrieval, email needs to be filed systematically following standardized filling rules • E-mail files need to be indexed in an organized and consistent patterns • E-mail that needs to be preserved must be moved into a recordkeeping system, which preserve context and structure as well as content • E-mail recordkeeping system must be able to separate messages into three categories (transitory messages, record with a less than permanent retention period, and records with a permanent retention period) • IS managers routinely back up servers and the back-up media area recycled on a timetable • E-mail records that must be maintained in electronic format should be downloaded to some other magnetic or optical storage medium. • Analog copy (paper or microfilm) should be created if a organization doesn’t have the technical capability to maintain email records • All e-mail must be disposed of in a manner that ensures protection of any sensitive, proprietary, or confidential information