We also use the MS Exchange server, CDs, and tapes as Randy has listed
below.
Bertha Fegans
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Elaine Smith
Sent: Wednesday, May 07, 2008 9:15 AM
To: [log in to unmask]
Subject: FW: Email Retention
See the information from Randy (our IT contract person). I hope this
answer helps.
Elaine
-----Original Message-----
From: Randy Plotkin
Sent: Wednesday, May 07, 2008 8:54 AM
To: Elaine Smith
Subject: RE: Email Retention
Elaine,
We currently use a Microsoft Exchange server that does archiving and
storing for us. As far as some of the data retention requirements by the
state for electronic documents, we copy necessary files to CD for
storage as well as tape for extended storage. For complete details, I
would direct you to Joe McDonald and Lung Cheng at VIT. Joe is the
Exchange server expert and takes care of all of the archiving and
storage requirements for email.
Randy
-----Original Message-----
From: Elaine Smith
Sent: Wednesday, May 07, 2008 8:37 AM
To: Randy Plotkin
Subject: FW: Email Retention
Do you know the best way to do this?
Elaine
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Jones, Virginia
Sent: Wednesday, May 07, 2008 8:33 AM
To: [log in to unmask]
Subject: Re: Email Retention
A possible solution. However, Filenet is a major EDMS. It does a great
deal more than manage e-mail and is priced accordingly. MS Sharepoint
may also be high priced - I don't know yet - but I've been told it can
be more readily geared to smaller applications.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Elliott, Clarence
Sent: Wednesday, May 07, 2008 8:30 AM
To: [log in to unmask]
Subject: Re: Email Retention
What about Filenet, the "official" State solution?
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Jones, Virginia
Sent: Wednesday, May 07, 2008 8:06 AM
To: [log in to unmask]
Subject: Re: Email Retention
Debbie:
We have not yet implemented an electronic solution, but I understand MS
Sharepoint may be something to look at. Being a Microsoft product, it
is logical that it may work with Outlook.
http://www.microsoft.com/sharepoint/capabilities/ecm/overview.mspx
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Wolff, Debbie
Sent: Wednesday, May 07, 2008 7:26 AM
To: [log in to unmask]
Subject: Email Retention
Good Morning,
I'm hoping that some of you have tacked the matter of email retention
via an electronic method rather than printing and filing. If so, I'm
interested in hearing from you.
I've been tasked with developing some models in the next few weeks using
Outlook as the system to allow users to flag/store email. I've attached
the information provided by the LVA, and am interested in knowing if any
other localities have developed the same or alternate methods for this.
Thanks so much!
Debbie Wolff, Records Manager
City of Hampton
22 Lincoln Street, 6th Floor
Hampton, VA 23669
tel (757) 727-6085 fax (757) 727-6631
www.hampton.gov
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