Larry:
A few thoughts in response.
1) The programming and monitoring of an automatic system can be done by one
or two individuals who are experts on the classification model (and probably
in a place to amend it as needed). Manual classification is done by a range
of experience, training and abilities.
2) Holds after the fact, repository splits, and reorganizations are problems
independent of the scheme used to initially classify and index,
3) Based upon 15 years of document and records work, the extra
classification work is often avoided or given short shrift.
4) Training will be needed for every new employee. In recent years it has
been the item most often cut to save money.
5) With automatic, there is no issue of "record copy" as you are
classifying the email, not each instance that is delivered. And, I might
add, no chance for post-receipt alteration.
Best
Bernard Chester, CDIA+, ICP
Principal Consultant
IMERGE Consulting
7683 SE 27 Street, #316
Mercer Island, WA 98040
office: 206-230-9253 / cell: 206-979-7389
mailto:[log in to unmask]
http://www.imergeconsult.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Larry Medina
Sent: Wednesday, September 01, 2004 1:09 PM
To: [log in to unmask]
Subject: Re: So.... About this email thing
>Automatic is challenged by the ability of technology to figure out what
>is a record and how to classify and index it. It does guarantee that
>all email will be examined, that the same mail will not be submitted as
>a record multiple times, and handle the quantities. It requires all
>mail to arrive at a central mail system, which may not be the case.
You bet it's challenged, because HUMANS HAVE TO INITIALLY PROGRAM IT... and
then it has to "learn" as it's re-programmed by the same humans over time as
errors in the automated classification schemes crop up. It also doesn't
take into account WHICH copy is the "record copy" and any needs beyond those
it is given for retention initially, unless it's programmed for that as
well, so again, the human intervention issue crops up.
Examples? Sure.... a simple one is litigation holds after the fact on mail
in an electronic repository. Another is reorganizations and functional
changes within organizations that may result in different retention periods
than originally assigned, and the need to split the repository to
accommodate this. Then there is the issue of privacy... it's sort of tough
to auto classify and ensure that only the people granted the authority to
view certain information are allowed to view it until it's been viewed =)...
There are more, but I'd like to let others play, too.
>Manual places the burden on individuals to remember to mark and
>classify mail that is a record.
You bet it does, and seeing as they are the who the organization places the
responsibility on to make these types of judgements, it seems appropriate
they should be doing this.
>Humans are fallible, and busy humans only get annoyed by having
>additional work.
That's right... and as mentioned earlier, it's these "Fallible Humans" that
establish the criteria for auto classification as well =)
>Training will be a constant concern. So the job isn't likely to be
>performed consistently or well.
I guess to a certain extent, this depends on the quality of the training and
the method of delivery... and naturally, if it's mandatory and people are
impacted on their performance evaluations as to how well they do
it. But again, I remind you that the auto classification systems also
have to be "trained" and re-programmed as time goes on.
>On the positive
>side, the classification and index can be better than automatic.
You bet it can, and once you establish a system... even a rudimentary one...
(record, transitory record, non-record) you can then begin working on the
fine tuning of that system. Besides... who needs access to these e-mails to
utilize them more than the recipient? So who better to "index"
them than the recipient...
>As might be obvious, I generally come down on the side of automatic.
Ditto, on the side of manual =)
Larry
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