Tammy:
An interesting question. My clients have taken different positions.:
1) One has forbidden the use of it, primarily due to network load and
"water cooler" issues. They also restrict internet access.
2) Another one treats it like a telephone conversation, where an
independent memo or note must be placed in the files to make it into a
record. (These folks print e-mail records too.)
3) Several others lump it with e-mail, and either apply the same rules,
or are still dithering about how to handle both.
Everyone agrees that the retention schedule is based upon the content,
not the source or format. No one is blindly keeping all of the logs.
When they think of it, IM is specifically cited in procedures and Terms
as not providing a contractual or transactional commitment.
The issues:
1) At what point does record keeping become excessive? If we start
keeping all IM, what about conversations on digital phone systems?
2) Properly saving and indexing an IM, which may fall into several
record categories. Can automation help?
I look forward to hearing other viewpoints.
Bernard Chester , CDIA, ICP
Principal
IMERGE Consulting
"Expertise in controlling unstructured information"
mailto:[log in to unmask]
http://www.imergeconsult.com
Pacific Northwest Office
7683 SE 27 Street, #316
Mercer Island, WA 98040
office: 206-230-9253 / mobile: 206-979-7389
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Russo-Leschber, Tammy
Sent: Thursday, March 13, 2003 5:14 AM
To: [log in to unmask]
Subject: Questions: Instant Messaging
Listserv Members:
I am trying to gather information on how Records Management
Professionals are approaching Instant Messaging within their
organizations. I have the following questions: -Is Instant Messaging
currently available to employees within your organization? -Are you
treating the chat sessions as Original Company Records based on their
content or going off the notion that all chat sessions are Transitory
records? -Does your organization maintain the logging info? If yes, how
long are you keeping it? -Does your organization have guidelines around
the utilization of Instant Messaging? If so, would you be willing to
share? -What are the main concerns or issues that you see around Instant
Messaging?
Thank you for your time,
Tammy Russo-Leschber
Records & Information Management
Phone: (512) 728-1959
E-Mail: [log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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