Good luck with that future employee exit program (he wrote smiling).

C. Childress
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-----Original Message-----
From: Gervais, John [mailto:[log in to unmask]]
Sent: Thursday, April 29, 2004 9:44 AM
To: [log in to unmask]
Subject: Information Contained Within Dormant or Unutilized E-mail Account s

I have a question with regards to managing information contained within
dormant e-mail accounts.

Background - As an example, your IT folks compile a report stating that
there are 500 e-mail accounts over the last fiscal year which have become
inactive or unutilized.  They now want to delete these e-mail accounts.
From an IM perspective there would be a concern with deleting these as there
may be corporate information and attachments in these e-mail accounts.

Question - Would someone have to open all these e-mail accounts and retrieve
all information and attachments contained within?  How would this be handled
as it appears to be an enormous task?

Future - I am suggesting for the future that as part of an employee exit
program, when someone leaves the organization, that prior to leaving, it
would their responsibility to ensure that any corporate information
contained within their e-mail account is filed into the appropriate
corporate repository(ies).

Current State - How would you handle the current 500 e-mail accounts
(example)?

John A. Gervais
Program Manager
Policy and Standards Section
Information Policy and Governance Division
Intergovernmental and International Affairs Directorate
Policy and Planning Branch
Canada Revenue Agency
25 Nicolas Street, 16th Floor
Ottawa, Ontario, Canada, K1A 0L5

' 1-613-688-9302

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