Presentation on theme: "Modul 7 Preservasi Surat Elektronik Mata Kuliah Preservasi Informasi Digital."— Presentation transcript:
Modul 7 Preservasi Surat Elektronik Mata Kuliah Preservasi Informasi Digital
Electronic Mail ( ) is a system that enables users to compose, transmit, receive and manage text and graphic electronic messages and images across networks and through gateways connecting other local area networks. Includes: attachment (calendars, directories, distribution lists, word processing documents, spreadsheets, and other electronic document) may create a record of the information that is being transmitted Electronic messages is composed of three parts: Content Transmission data (identity, addressee, date, time) Receipt data (date and time) Preserving not only the content, but also the transmission and receipt data complete record
Example of Transmission and Receipt Data Received: from imsa.smtp1.telkom.co.id ([ ]) by smtpin01.telkom.co.id (Lotus Domino Release 6.5.4) with ESMTP id ; Tue, 3 Nov :12: Received: from imsa.smtp1.telkom.co.id (unknown [ ]) by IMSA (Postfix) with ESMTP id EFC0; Tue, 3 Nov :12: (WIT) Received: from out-mta1.plasa.com (unknown [ ]) by imsa.smtp1.telkom.co.id (Postfix) with ESMTP id 2B16120EFB2; Tue, 3 Nov :12: (WIT) Received: from HELO in-mta4.telkom.co.id by out-mta1.plasa.com 76 with esmtps (TLSv1:AES256-SHA:256) id 1N558r-0002LK-5S; Tue, 03 Nov :12: Received: from [ ] (helo=demumfd002.nsn- inter.net) by in-mta4.telkom.co.id with esmtps (TLSv1:AES256- SHA:256) id 1N55C1-0000zG-0b; Tue, 03 Nov :16: Received: from demuprx016.emea.nsn-intra.net ([ ]) by demumfd002.nsn-inter.net ( / ) with ESMTP id nA2MCGCO (version=TLSv1/SSLv3 cipher=DHE-RSA-AES256-SHA bits=256 verify=FAIL); Mon, 2 Nov :12: Received: from demuexc022.nsn-intra.net (demuexc022.nsn-intra.net [ ]) by demuprx016.emea.nsn-intra.net ( / ) with ESMTP id nA2MCG4i028511; Mon, 2 Nov :12: Received: from SGSIEXC017.nsn-intra.net ([ ]) by demuexc022.nsn-intra.net with Microsoft SMTPSVC( ); Mon, 2 Nov :12: X-MimeOLE: Produced By Microsoft Exchange V6.5 MIME-Version: 1.0 Subject: COnfiguration SBY MALANG Date: Tue, 3 Nov :11: Message-ID: X-MS-Has-Attach: X-MS-TNEF-Correlator: Thread-Topic: COnfiguration SBY MALANG Thread-Index: AcpcCX43+vTZxC/QR2GmRuQ8qkvQRA== From: "Widiastuti, Ines (NSN - ID/Jakarta)" To: "ext konang" Cc: "David Gunawan",, "F.X Ari Wibowo",, "Sjamsurjana", "Heru Wijaya", "Hidayat, Indera (NSN - ID/Jakarta)", "Widiastuti, Ines (NSN - ID/Jakarta)", , "Beny Triantono", "Randi", "Eko Rudi Wihartono", "Poernawan, Haries (NSN - ID/Jakarta)", , "ext paulus pangalinan" X-OriginalArrivalTime: 02 Nov :12: (UTC) FILETIME=[8831DA30:01CA5C09] X-TM-AS-Product-Ver: IMSS X-TM-AS-Result: No X-imss-scan-details: No X-MIMETrack: Itemize by SMTP Server on smtpbd01/srv/divsisfo/Telkom(Release 6.5.4|March 27, 2005) at 11/03/ :12:33, Serialize by POP3 Server on Bdgm01/srv/Telkom(Release 6.5.4|March 27, 2005) at 11/03/ :25:29 Content-class: urn:content-classes:message Content-Type: multipart/mixed; boundary="---- _=_NextPart_001_01CA5C09.85C691E3"
Basic Principles of Preserving Electronic mail messages need to be handled as records Electronic mail, in and of itself, is not a single record series There is no single retention period for all electronic mail messages The use of electronic mail is more important than the medium The end user manages electronic mail
System Selection and implementation Documentation must be available for the system in use and for the care and preservation of electronic records produced in organizations Documentation files are needed to: Identify system hardware and software Formalize file naming conventions, back up, and security procedures Identity the sources and use of information, as well as their confidential and non confidential status; Outline quality control procedures and storage requirements Formalize employee training procedures Verify employee attendance at training sessions
Administrative Considerations For convenient retrieval, needs to be filed systematically following standardized filling rules files need to be indexed in an organized and consistent patterns that needs to be preserved must be moved into a recordkeeping system, which preserve context and structure as well as content recordkeeping system must be able to separate messages into three categories (transitory messages, record with a less than permanent retention period, and records with a permanent retention period) IS managers routinely back up servers and the back-up media area recycled on a timetable records that must be maintained in electronic format should be downloaded to some other magnetic or optical storage medium. Analog copy (paper or microfilm) should be created if a organization doesn’t have the technical capability to maintain records All must be disposed of in a manner that ensures protection of any sensitive, proprietary, or confidential information