Managing Electronic Communications an Introduction Kris Stenson Electronic

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Managing Electronic Communications: an Introduction Kris Stenson Electronic Records Archivist Illinois State Archives

Managing Electronic Communications: an Introduction Kris Stenson Electronic Records Archivist Illinois State Archives

Outline • Electronic Records Basics • Defining Electronic Communications • How to Deal with

Outline • Electronic Records Basics • Defining Electronic Communications • How to Deal with Email • Other Types of Electronic Communications • Resources to Help

What are Electronic Records? • Any record that is created in or converted to

What are Electronic Records? • Any record that is created in or converted to an electronic format, and is stored in an electronic environment • May include: text documents, still images, spreadsheets, audio recordings, video recordings, emails, websites, social media posts, text messages • If it’s a record on paper, it’s a record on the computer

Pros & Cons of E-Records • Pros: ▫ Accessibility: fast, simultaneous access ▫ Searchability:

Pros & Cons of E-Records • Pros: ▫ Accessibility: fast, simultaneous access ▫ Searchability: Full text, key words, headings ▫ Replicability: perfect copies • Cons: ▫ ▫ Requires machine to understand Harder to prove authenticity, easier to alter Go obsolete much faster, need more maintenance Volume can grow exponentially with little effort

E-Communications • • Email Text Messages (SMS) Instant Messages Social Media These can all

E-Communications • • Email Text Messages (SMS) Instant Messages Social Media These can all be records if used to conduct official business Library of Congress Photo Collection

Non-Record E-Communications • Transitory Messages ▫ Short-term value ▫ Do Not: set policy, establish

Non-Record E-Communications • Transitory Messages ▫ Short-term value ▫ Do Not: set policy, establish guidelines or procedures, certify a transaction or become a receipt ▫ Examples: �Meeting reminders �Non-business related correspondence �Copies of event announcements �SPAM

Email: The 800 GB Gorilla in the Room • • Huge volumes easy to

Email: The 800 GB Gorilla in the Room • • Huge volumes easy to build up IT policies often delete before allowed Some is transitory, a lot is record material Creates recordkeeping and legal concerns • How to schedule? ▫ Existing retention schedules apply ▫ Content of record, not format, important

Identifying and Sorting Email • Identify ▫ Know thy retention schedule ▫ Identify functions

Identifying and Sorting Email • Identify ▫ Know thy retention schedule ▫ Identify functions of employees and likely communication content • Sort ▫ Clean out transitory messages ▫ Categorize messages into appropriate series ▫ Retain messages for appropriate period of time, then dispose of them

Automated Sorting • Advantages: ▫ Thorough ▫ Fast ▫ Removes “human element” • Disadvantages:

Automated Sorting • Advantages: ▫ Thorough ▫ Fast ▫ Removes “human element” • Disadvantages: Library of Congress Photo Collection ▫ Blunt tool ▫ Poor at sorting natural language ▫ Requires IT expertise ▫ Can be expensive

Manual Sorting • Advantages ▫ Technology-independent ▫ Precise ▫ No special resources needed •

Manual Sorting • Advantages ▫ Technology-independent ▫ Precise ▫ No special resources needed • Disadvantages ▫ Needs good training ▫ All staff must participate ▫ Lots of potential for neglect Library of Congress Photo Collection

Hybrid Sorting • Automate sorting of common messages: web forms, standard queries, etc. •

Hybrid Sorting • Automate sorting of common messages: web forms, standard queries, etc. • Use automatic filtering to pre-sort messages • Train employees on the record series that involve their work unit • Create folders based upon those series for employees to utilize • Apply triggers to folders to notify you when records are due for disposal

Email tips • DO ▫ Use clear subject lines on email messages ▫ Keep

Email tips • DO ▫ Use clear subject lines on email messages ▫ Keep message strings to one subject ▫ Only keep the last message in a string • DON’T ▫ forget the sent folder ▫ Treat email software as a filing cabinet

Other E-Communications • Text Messages (SMS) ▫ Who holds them? ▫ How long are

Other E-Communications • Text Messages (SMS) ▫ Who holds them? ▫ How long are they retained? ▫ Policy regarding use can help control • Instant Messages (IM) ▫ If a record on paper or email, a record in IM ▫ Addressed through policy or procedure

Other E-Communications, cont. • Social Media ▫ Facebook, Twitter, Tumblr, Google+, Blogs, etc. �Is

Other E-Communications, cont. • Social Media ▫ Facebook, Twitter, Tumblr, Google+, Blogs, etc. �Is it an official account of your agency? �Is content unique? �Treat like press releases or publications ▫ How do you capture it? �Built-in mechanisms (Twitter) �Compose text in local software, then upload

Summary • Content, not format, determines record value • Existing schedules apply to e-communications

Summary • Content, not format, determines record value • Existing schedules apply to e-communications • No perfect solution to email management- each agency must evaluate their own resources. • Proactive management of e-communications is essential • As concern spreads, tools will be developed

Further Resources ▫ Quick Tips for E-mail Management ▫ E-mail Management Tips for Administrators

Further Resources ▫ Quick Tips for E-mail Management ▫ E-mail Management Tips for Administrators ▫ Guidelines for Managing Electronic Records ▫ Sustainable Formats for Electronic Records

Contact Information Records Scheduling: Electronic Records: Illinois State Archives Local Records Section 217 -782

Contact Information Records Scheduling: Electronic Records: Illinois State Archives Local Records Section 217 -782 -7075 www. cyberdriveillinois. com - Departments - Illinois State Archives - State and Local Records Management Kris Stenson Electronic Records Archivist Illinois State Archives 217 -557 -1085 [email protected] net