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RECMGMT-L  September 2004

RECMGMT-L September 2004

Subject:

Re: So.... About this email thing

From:

JESSE WILKINS <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Wed, 1 Sep 2004 15:03:36 -0600

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (152 lines)

One other thing - authenticity becomes an issue with printed or saved email.
It is relatively easy to confirm either through an email server or by
examining the (normally hidden) header information that an email has not
been changed. It is trivial to open an email, save it to the network or open
it in, e.g. Word, make changes to it, then print it and rely on that as the
record copy. Not saying that it happens often, but I am aware of instances
where that HAS happened and where the fraud was discovered when someone
found a non-altered electronic version on a tape or in someone's inbox on
their PC.

The discussion of the difficulties of destroying email I leave to another
thread. :)

Still hot in Denver,

Jesse Wilkins
CDIA+, LIT, EDP, ICP
IMERGE Consulting
(303) 574-1455 office
(303) 484-4142 fax
[log in to unmask]
http://www.imergeconsult.com





>From: Bernard Chester <[log in to unmask]>
>Reply-To: [log in to unmask]
>To: [log in to unmask]
>Subject: Re: So.... About this email thing
>Date: Wed, 1 Sep 2004 12:47:06 -0700
>
>Mary:
>
>Frankly, the early attempts to automate were not very good.  However, the
>quality of the automatic software seems to significantly improve every
>year.
>I have an acquaintance in a municipal records department where now all
>documents are automatically classified and indexed.  Human performance
>levels seem to be static.  One approach is to reduce the questionable
>automatic classifications to a manageable amount and then use humans to
>resolve the questions.  This approach is similar to what one does with
>ICR/OCR.
>
>The quantity of e-mail that arrives at an office worker's desktop each day
>makes the manual approach ideologically correct but I would maintain
>impractical.
>
>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: Mary Haider [mailto:[log in to unmask]]
>Sent: Wednesday, September 01, 2004 12:26 PM
>To: [log in to unmask]
>Subject: Re: So.... About this email thing
>
>Bernard,
>I think you have spelled out the very basic differences.  So it appears
>that
>we must make a choice between accurate classification/indexing, and the
>human resources of time and training.  Or in other words the costs of
>accuracy vs inaccuracies?  That's why I find it very difficult to accept
>the
>automatic solution as currently available.
>
>  However, I do recognize that business operates on "internet time" and
>that
>forces the issue of accepting imperfect or incomplete products in the
>interest of time (speed).  This point was drilled in through a case study
>in
>a graduate school regarding the development of computer software.  And even
>though I understand the concept, I have difficulty accepting the practice
>as
>applied to the management of company records
>
>Thanks
>Mary Haider Records Manager
>W.W. Grainger
>847-535-1560
>
> >>> Bernard Chester <[log in to unmask]> 09/01/2004 2:06:19 PM
> >>>
>Rather than look at centralized and decentralized, I think the choices are
>automatic versus manual.
>
>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.
>
>Manual places the burden on individuals to remember to mark and classify
>mail that is a record.  Humans are fallible, and busy humans only get
>annoyed by having additional work.  Training will be a constant concern.
>So
>the job isn't likely to be performed consistently or well.   On the
>positive
>side, the classification and index can be better than automatic.
>
>As might be obvious, I generally come down on the side of automatic.
>
>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 Chris Flynn
>Sent: Wednesday, September 01, 2004 11:33 AM
>To: [log in to unmask]
>Subject: So.... About this email thing
>
>It's been at least a day since I read anything on the list about
>email.
>I would love to see a discussion (intelligent) over the pros and cons
>related to centralized versus decentralized email management. I say
>intelligent because I already hear the other types of arguments. I
>also
>haven't read anything lately on the list from RM's in South Dakota. Are
>you
>folks really going to let Bill Roach represent the views of the
>Dakota's?
>
>Chris Flynn
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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