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Well, you're right, I haven't seen your list of exceptions, but let me comment on that.  

Which do you think will garner more compliance: 1) a list of things to keep that few users will retain and be able to, or bother to, recall when looking at an email, or expecting your staff to use their judgment as to whether a correspondence or document is substantial enough to fit the definition of a record (which you supply) as a short statement? I think you'd do better with a policy statement of what a record is, that will fit all circumstances, rather than a list they won't recall, or have handy at the crucial moment, or may be out of date. A few examples might be helpful to understand the definition, but that's not what you're suggesting.

How are you going to "focus your energies on helping staff identify what is record" if you merely give them a list and not a definition?  What if something that is a record is not on the list?

If you have "content" as a consideration of what constitutes a record, how can the staff "focus their energies" if they have to fist look at all the emails to determine what is a record or not.  If they do have to look at all of them at least once to determine if the content qualifies, how does that "focus" anything, they still have to use a macro approach. 

I think we do agree that most emails are not records, although the percentage may vary by industry.

How about this: You supply the staff with a definition of what a record is, with a few example.  You establish a policy that they have 30,60, 90 days after creation or receipt to make up their mind to save it as a record. After the time limit, it's deleted.

Bill Creamer
Records & Conflicts Manager
212.728.3448
[log in to unmask]

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Janice Butler
Sent: Thursday, April 03, 2014 4:49 PM
To: [log in to unmask]
Subject: Re: [RM] Email retention approach

You haven't seen our list of exceptions which by the way covers the "content" that would constitute a record.   Since these records make up less than 5% of what is sitting in most employee's mail boxes we are just making the choice to focus our energies on helping staff identify what is record so it they will be managed per schedule while letting the standard retention take care of the rest.  I am not sure if I would classify that as an "easy answer" it's just taking a different approach.       


Janice Butler
Records Analyst
Gopher Resource LLC
685 Yankee Doodle Road * Eagan, Minnesota 55121
651-405-2255 * Fax 651-405-6423 * 800-354-7451 Cell 612-670-0010



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