The lowdown on e-records management

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Managing the deluge

What is it? E-records management is a storage, archiving and retention control process. It must be automated, especially with respect to e-mail, which arrives at some governmental entities in excess of 1 million messages per day.

Why do I need it? It might seem simpler just to delete all old e-mails, but in many cases it's neither legal nor practical.

What are the vital features?
  • An automated way to index or categorize the messages

  • The ability to implement retention policies

  • The capacity to filter junk mail and block malware attachments

  • Simplifying and speeding message retrieval, especially making it possible for individuals to retrieve their own archived messages without help.

Must-know info? As agencies strive to enter the mythical age of the paperless office, some find the volume of paper has increased because it is so easy to print onto paper with computers. Simultaneously, they are swamped with electronic copies of the paper trail left in creating documents, as well as electronic-only records. Rough drafts that used to be routinely destroyed are now sitting on servers. E-mail traffic alone is staggering and e-mail management is becoming critical; even with proper planning it can take days to retrieve a message that has an immediate bearing on some problem or task. Powerful classification and retrieval tools are essential.

Your e-mail servers must also be robust enough to handle all the e-mail traffic, security, backup, retrieval and recovery requirements. Taking achievable data offline is vital but it still must be reasonably accessible.

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