Presentation is loading. Please wait.

Presentation is loading. Please wait.

Email: Still a Record After All These Years …and what about Twitter, wikis & blogs – oh my!!! Donna Read, CRM, CDIA+ Senior Records Analyst President,

Similar presentations

Presentation on theme: "Email: Still a Record After All These Years …and what about Twitter, wikis & blogs – oh my!!! Donna Read, CRM, CDIA+ Senior Records Analyst President,"— Presentation transcript:


2 Email: Still a Record After All These Years …and what about Twitter, wikis & blogs – oh my!!! Donna Read, CRM, CDIA+ Senior Records Analyst President, Florida Gulf Coast ARMA Chapter Orlando, Florida November 3, 2011 1

3 Steps for Managing Email & Other Social Media Tools (Web 2.0) #1 Research & Homework – what’s the current situation #2 Educate – Train – Raise Awareness #3 Develop Email & Social Media Policy #4 Determine best solutions for your organization #5 Implement, Enforce & Audit 2

4 Love - Hate Affair with Email “Email is like coming home at night after a long day and finding 70 people in your kitchen.” John O’Donohue, Irish poet 3

5 Statistics Average employee spends 2.5 hours a day dealing with emails Search on Google for “embarrassing emails” brought up 1,060,000 hits 294 billion emails were sent each day in 2010 4

6 Defining “Other Social Media” By Robin Riat 5

7 More Time Spent Social Networking Than on Email Blogs and social networking are consuming more online time than checking and writing personal email, market research firm Nielsen Online reported. Blogsemail One in every 11 minutes online globally is accounted for by social network and blogging sites, the group found, or 45 billion minutes in total. That works out to a bit more than a combined 85,500 years spent on blogs and social networking sites in Dec. 2008 network networking PC Magazine March 2009 6

8 More Statistics Virtual Worlds – 1 billion registered members (10/10) Facebook – more than 500 million users (7/10) YouTube – 2 billion views a day (5/10) [146 million unique viewers] Twitter – 175,000,000 registered users (10/10) MySpace – 125 million registered users (4/10) LinkedIn – 60+ million members (2/10) Dr. Patricia C. Franks 12/15/10 7

9 Virtual Worlds 8

10 9

11 E-mail & Other Social Media: Benefits & Drawbacks Save money Saves time No need for human intervention Digital format for sharing & manipulation Informal careless Persists Proliferates No privacy Potential for misuse Virus carrier Litigation target Benefits Drawbacks 10

12 E-mail & social medial records MUST be managed from 3 different perspectives  Legal Risk Management  Records Management  Information Technology Management 11

13 Role of Records Manager in Social Media Initiatives 12

14 Step #1 – Research & Homework What is the current situation? Is there already email and other social media policy in place at your organization? Is there a deletion process in place – what is it? Where does the email live – a separate server or mixed in with all other data – inside the firewall or on the cloud? What is the volume of legacy emails? 13

15 Step #1 cont. - Research What social media tools are currently in use? Is there policy governing the use of social media tools? Are governance rules in place for Sharepoint and Wiki sites? Are there legal requirements to keep the content of social media sites? 14

16 Is Ignorance Bliss??? 15

17 Step #2 - Educate – Train – Raise Awareness Email & other social media communications must be recognized as a potential record Start with management – teach them how to recognize a record Use statistics – headlines – litigation risks 16

18 Where’s the Risk Up to 80% of e-mail creators stated that they did not “have a clue’ as to when their e-mail qualified as an official record “great inconsistency” as to what was actually classified as a record Staff were “largely unaware” of the existence of organizational e-mail policies Rick Barry “Email Legal Status” Message posted to the Australian Archivists(aus-archivists) listserv on March 31, 1998 17

19 Typical Email “In Box” - Most of the messages shown are NOT Records! 18

20 Typical non-record, “spam” Email 19

21 Reference “FYI-only” 20

22 A “Record” message 21

23 The “envelope” (metadata) to link to the “record” message 22

24 This personal message was erroneously broadcast to 3,000 Email boxes on a listserv 23

25 Recognizing Email or Web 2.0 Records  Am I the originator of the message?  Is it a substantive message or just routine ‘chit- chat’?  If so, does the message have to do with the work of my office?  Is the content of the message something that I will need in future years to do my job? 24

26 More questions to ask….  Does the message support decisions that were made in my program area?  If I am the recipient, is the message “information only”?  Does it require me to take action?  Will someone need the message for operational, fiscal, or legal purposes?  Use the same thought processes as you do when taking action on other documents that cross your desk! BE SELECTIVE ABOUT WHAT YOU KEEP! 25

27 Step #3 - Develop Email & Web 2.0 Policy SEDONA GUIDELINES ON EMAIL POLICY DEVELOPMENT Guideline 1: Email retention policies should reflect the input of functional and business units through a team approach and should include the entire organization including any operations outside the United States. Guideline 2: The team should develop a current understanding of email retention policies and practices actually in use within the entity. Guideline 3: An entity should select features for updates and revisions of email retention policy with the understanding that a variety of possible approaches reflecting size, complexity and policy priorities are possible. Guideline 4: Any technical solutions should meet the functional requirements identified as part of policy development and should be carefully integrated into existing systems. 26

28 More From Sedona Guidelines Framework for policy development General Retention Considerations Typical Retention Features 1. User Mailbox Size Limitations (“Quotas”) 2. Automatic Deletion of User Mailbox Contents 3. Extended Storage Options 4. Restrictions on Local Storage The Importance of Litigation Holds 27

29 Email Policy TOC Functional Overview Roles & Responsibilities General Information and Guidelines Generating and Preparing Emails Storing Emails in a document mgt system Disposal of Emails Definition of records along with other vocabulary Laws and Regulations 28

30 Definition of Email from DOC Email Policy “An email message consists of any document created, transmitted, or received on an email system, including message text and any attachments, such as word-processed documents, spreadsheets, and graphics that may be transmitted with a message, or with an envelope containing no message.” 29

31 30 es/2010/05/writing-a- social-media- policy.html

32 More Excitement – Twitter, Facebook, and blogs!!!! Social Media or Web 2.0 A community of people sharing ideas, both useless and useful information, smart and stupid. 31

33 Twitter Indiscretion 2009 32

34 What About Facebook? 33

35 Conversations: Microblogs 34

36 Conversations: Blogs 35

37 Step #4 – Determine the best solution for your organization Team of stakeholders – Management, RM, IT, Legal, & Budget Map out options – they are limited a) Manually manage e-mail & Web 2.0 b) Use software to manage c) Combination of both *all options involve resources $$$$ 36

38 Moving Legacy Data to Buckets #1 Non-Business information that is no longer useful to you and can be destroyed #2 In-progress information you have created or received that is directly related to your current work activities. Includes short-term reference materials or personal information useful only to you in conducting company business #3 Final information directly related to your assigned work activities or information required for the company to have adequate records. These records are defined in the Corporate Records Retention Schedule 37

39 3-buckets – Rohm & Haas Co. 38

40 To… Cc… Subject: 5000.15 – Customer Svc. Complaint at Checkpoint (REPLY) Mr. Public, We sincerely appreciate your feedback and are working to reduce delays associated with holiday travel. Jane Doe Airport Customer Stakeholder E-Mail Example – Marking Subject / File Code Marking Electronic Records

41 Software Solutions Email Archiving software Email modules are available for document management systems 40

42 Choosing Software One size does not fit all Nothing is plug and play Costs continue - not a one time thing Needs to work with other systems in your organization Takes a lot of resources and continued IT support 41

43 Email = Evidence Mail 42

44 E-mail Law Suits Wrongful Termination: Potential cost $20 million Martha Stewart Enron Corporation Department of the Interior BEWARE OF LITIGATION BEWARE OF LITIGATION 43

45 Email Involved in Litigation “No matter what happens, we have to slow down Netscape’s ability to drive new protocols/stds down.” “Do we have a clear plan on what we want Apple to do to undermine Sun?” Microsoft emails used by Department of Justice in antitrust litigation. 44

46 Are Email & other Web 2.0 transmissions a record? “The meeting with the FDA yesterday was a tremendous success! No black box [warning]!” Email discovered during Fen-Phen litigation of pharmaceutical executive bragging about convincing the FDA that a warning label on a bottle was unnecessary. Settled for $3.75 billion 45

47 Guidance Already in Existence 46

48 47

49 48

50 Resources 49

51 Step #5 – Implement, Enforce & Audit Once policy is developed & approved it must be distributed and taught Policy needs to include what steps will be in place to enforce the new rules Everyone in the organization needs to understand the importance of following the policy Audit of the email and Web 2.0 tools will ensure that implementation is done 50

52 Summary - 5 Steps #1 Research & Homework – what’s the current situation #2 Educate – Train – Raise Awareness #3 Develop Email & Social Media Policy #4 Determine best solutions for your organization #5 Implement, Enforce & Audit 51

53 Thank you Donna Read, CRM, CDIA+ Senior Records Analyst National Archives & Records Administration WWII Poster 52

Download ppt "Email: Still a Record After All These Years …and what about Twitter, wikis & blogs – oh my!!! Donna Read, CRM, CDIA+ Senior Records Analyst President,"

Similar presentations

Ads by Google