Record managers today face a very difficult dilemma and, frankly, I don't think there is a solution or a silver ball. I think some companies or a brilliant data manager will find a solution in the coming years and become a hero of the industry. By that time, we will continue to see articles such as those discussing the importance of the silver ball solution for archiving e-mail and managing records.
If you haven't heard what I'm talking about, here is the problem: After the Federal Code of Civil Procedure has been amended to include ESI or electronically stored information on December 1, 2006, discovered. messages have become reality and nightmares for companies. And here's the rubbing: Companies were not prepared for this change, and 15 months later, many companies are deciding how to record records of retention schedules for email content.
Some of the solutions proposed so far include:
- Saving all emails – Courts like this solution because it is easy to prove that the company violates its own record keeping schedule;
- Purchase an Enterprise Content Management (ECM) solution and write text that matches words and phrases with words and phrases in the record-keeping schedule. Currently, this "automated" solution only shows a success rate of 78% according to recent studies. Imagine telling management that you can only solve your e-mail archiving problem with a 22% error rate. Now I hear the gases;
- Set up an e-mail folder structure system in the current e-mail system (eg Outlook or GroupWise) and ask employees to drag each e-mail to the appropriate folder with the content of the record-keeping schedule Based on. Yikes. Studies have shown that employees can be rebellious and, alternatively, find emails when each email has to be dragged into individual folders based on a record keeping schedule that covers all of the company's same record classes.
- Use a combination of items 2 and 3 above . This is currently the solution most often supported by ECM manufacturers.
Large companies send and receive millions of emails daily. Even small companies receive a large number of emails every day. A typical e-mail message can be a few sentences on multiple pages, and may include one or more attachments. From the point of view of record management, we explain what is an e-mail message: Is this your e-mail body? The topic? The distribution? The attachments? Metadata? Well, the answer is "YES" to every part of an email message. Now the question "What will be now?" I'm with you. Frankly I can't see a good solution Although I think that complex formulas can be created to improve the 22% error rate, it won't be a good way to prove this method or justify it in another way .
In order to set up the retention period for e-mail messages, the registry administrator must provide an authorized record-keeping schedule (and yikes, 59% of companies do not yet have a retention schedule) and find out how to link content to everyone parts of an email message. I think of two solutions to this dilemma, both of which are ridiculous:
- The company provides unlimited funds and staff for reviewing emails (you can understand why it won't happen) or
- The company communicates an order that the email is messages should not be used as a storage medium, but as a communication delivery method. Of course, the employees would rebuke this solution.
Conclusion: t Don't be fooled by me. Companies are likely to give up when workers rebel and training costs go through the roof.
So what about Records Managers?
Record managers should continue to know as much as possible about email archiving and record keeping systems. Record managers need to listen to webinars, participate in workshops and conferences, and keep up with the new technologies and companies in the ECM and email archives. Record managers must be ready when a solution appears.