Email: Still a Record After All These Years …and what about Twitter, wikis & blogs – oh my!!!. Donna Read, CRM Florida Gulf Coast ARMA Chapter Sarasota, Florida January 19, 2010. Steps for Managing Email & Other Social Media Tools (Web 2.0).
Email: Still a Record After All These Years …and what about Twitter, wikis & blogs – oh my!!!
Donna Read, CRM
Florida Gulf Coast ARMA Chapter
January 19, 2010
#1 Research & Homework – what’s the current situation
#2 Educate – Train – Raise Awareness
#3 Develop Email & Social Media Policy
#4 Determine best solutions for your organization
#5 Implement, Enforce & Audit
John O’Donohue, Irish poet
By Robin Riat
Blogs and social networking are consuming more online time than checking and writing personal email, market research firm Nielsen Online reported.
One in every 11 minutes online globally is accounted for by social network and blogging sites, the group found, or 45 billion minutes in total. That works out to a bit more than a combined 85,500 years spent on blogs and social networking sites in Dec. 2008 alone.
No need for human intervention
Digital format for sharing & manipulation
Potential for misuse
Email & other social media communications must be recognized as a potential record
Start with management – teach them how to recognize a record
Use statistics – headlines – litigation risks
Rick Barry “Email Legal Status” Message posted to the Australian Archivists(aus-archivists) listserv on March 31, 1998
Typical Email “In Box” - Most of the messages shown are NOT Records!
Typical non-record, “spam” Email
A “Record” message
The “envelope” (metadata) to link to the “record” message
This personal message was erroneously broadcast to 3,000 Email boxes on a listserv
SEDONA GUIDELINES ON EMAIL POLICY DEVELOPMENT
Guideline 1: Email retention policies should reflect the input of functional and business units
through a team approach and should include the entire organization including any operations
outside the United States.
Guideline 2: The team should develop a current understanding of email retention policies and
practices actually in use within the entity.
Guideline 3: An entity should select features for updates and revisions of email retention policy
with the understanding that a variety of possible approaches reflecting size, complexity and
policy priorities are possible.
Guideline 4: Any technical solutions should meet the functional requirements identified as part
of policy development and should be carefully integrated into existing systems.
Framework for policy development
General Retention Considerations
Typical Retention Features1. User Mailbox Size Limitations (“Quotas”)2. Automatic Deletion of User Mailbox Contents3. Extended Storage Options4. Restrictions on Local Storage
The Importance of Litigation Holds
Roles & Responsiblities
General Information and Guidelines
Generating and Preparing Emails
Storing Emails in a document mgt system
Disposal of Emails
Definition of records along with other vocabulary
Laws and Regulations
“An email message consists of any document created, transmitted, or received on an email system, including message text and any attachments, such as word-processed documents, spreadsheets, and graphics that may be transmitted with a message, or with an envelope containing no message.”
E-mail MUST be managed from 3 different perspectives
Team of stakeholders – Management, RM, IT, Legal, & Budget
Map out optionsa) Manually manage e-mail & Web 2.0b) Use software to managec) Combination of both *all options involve resources $$
Non-Business information that is no longer useful to you
and can be destroyed
In-progress information you have created or received that
is directly related to your current work activities. Includes
short-term reference materials or personal information
useful only to you in conducting company business
Final information directly related to your assigned work
activities or information required for the company to have
adequate records. These records are defined in the
Corporate Records Retention Schedule
E-Mail Example – Marking Subject / File Code
One size does not fit all
Nothing is plug and play
Costs continue - not a one time thing
Needs to work with other systems in your organization
Takes a lot of resources and continued IT support
BEWARE OF LITIGATION
“The meeting with the FDA yesterday was a tremendous success! No black box [warning]!”
Email discovered during Fen-Phen litigation of pharmaceutical executive bragging about convincing the FDA that a warning label on a bottle was unnecessary.
Settled for $3.75 billion
Donna Read, CRM
Senior Records Analyst
National Archives & Records Administration