E-mail Record Retention in a GroupWise® Environment Novell BrainShare 2002 E-mail Record Retention in a GroupWise® Environment Lindsey Johnstone System Manager City of Seattle lindsey.johnstone@ci.seattle.wa.us BUS 315—E-mail Record Retention in a GroupWise Environment

History Novell BrainShare 2002 BUS 315—E-mail Record Retention in a GroupWise Environment

Who Needs To Be Concerned? Novell BrainShare 2002 Who Needs To Be Concerned? Government agencies Federal State Local Private industry with government contracts Healthcare industry Legal profession Private industry BUS 315—E-mail Record Retention in a GroupWise Environment

Why Be Concerned? Sunshine laws (enacted legislation) Novell BrainShare 2002 Why Be Concerned? Sunshine laws (enacted legislation) Open government initiatives Federal State Local Federal requirements (i.e., health insurance) Portability and Accountability Act (HIPAA) Legal reasons BUS 315—E-mail Record Retention in a GroupWise Environment

Novell BrainShare 2002 Strategy Needs to include consideration of some or all of the following Local, state, or federal laws regarding citizen access Post office settings Messaging policies Hardware needs Message flow Storage method Storage management Retrieval process BUS 315—E-mail Record Retention in a GroupWise Environment

Strategy (cont.) Local, state, or federal laws regarding citizen access Varies as to what is retainable Different retention schedules depending on position Length of time required to retain Tiered access

Strategy: Post Office Settings What is the normal retention period? (45/7/120) Auto archiving Proxies Security User size limits

Strategy: Messaging Policies Who owns the information? Personal use policies Retention limits

Strategy: Hardware Needs Expected growth How many e-mails on a term basis Ratio of retainable to fall-offs Speed Long-term storage Backup

Strategy: Message Flow Examine your flow Avoid duplication Channeling from web presence

Strategy: Storage Method Server Dedicated CD Burners Paper Filing and retrieval systems Other methods Added software solutions

Strategy: Storage Management Who is in charge? Designated cop Cataloging Which method

Strategy: Retrieval Process Make it easy Web Terminal Need to be cognizant of what the law says How fast? What method Public disclosure request

The eRetention Challenge Novell BrainShare 2002 The eRetention Challenge Electrons are very slippery E-mails are far reaching—can include... Attachments URLs Web sites Not static Documents Files Laws are currently paper-centric BUS 315—E-mail Record Retention in a GroupWise Environment

Challenges Version changing Enforcement Storage Retrieval process Novell BrainShare 2002 Challenges Version changing Enforcement Storage Retrieval process Collaboration Participation Novell GroupWise® BUS 315—E-mail Record Retention in a GroupWise Environment

Challenges: Version Changing If the software is updated, does it allow backwards compatibility? If you change systems, can you still access the “old” information?

Challenges: Enforcement Who’s in charge? Who polices the process? Backup Do all employees understand the need to comply? Implications if they don’t Are the policies stated clearly and enforceable? Unreasonable expectations

Challenges: Version Changing Storage Server-based Budget CD Emulation software Availability Paper Space

Challenges: Retrieval Process What is the process for requesting records? Is it easy to use and timely? What retained records will be available, and to whom, and when?

Challenges: Collaboration What dependent systems are involved? Microsoft Word Microsoft Excel Microsoft Access Corel WordPerfect Web

Challenges: Participation Are all employees “on board” with the plan? Is there citizen involvement with the planning, administration or oversight of the process? How available is the information? By request Web-based Terminal-based

Challenges: GroupWise Encryption Need a client to de-encrypt Process How do you separate retainables Feature No capability to selectively archive folders Education Oh boy

Challenges: Public Disclosure Requests E-mail Files Web surfing logs

Challenges (cont.) Whoops Recovery process Training Backup Disaster recovery policies Training New employee training Retraining and monitoring Backup Robust enough?

Where Do We Go from Here? Novell BrainShare 2002 BUS 315—E-mail Record Retention in a GroupWise Environment

Links www.nexic.com www.kenetic.com/Products/products.htm Symphony 6, Print Publisher www.kenetic.com/Products/products.htm Archive Manager, Quick Text, Message Save

Other Useful Links www.kenetic.com/Products/Groupwise_Information_Page.pdf Compilation of third-party solutions www.stack.co.uk/groupwise_footnote.htm Disclaimers www.groupwisesolutions.com/products.cfm Number of products www.intellireach.com/groupwise/ Management suite www.caledonia.net/catalog.html Helpful tools www.2ndc.com/w278.dll?languagesid=1&textversion=a&action=unitpreview&unitsid=130&lastunitsid=105 www.arma.org Association of Records Managers and Administrators www.openhandhome.com/guinevere/ Virus scanning, footnotes, extension exclusion

And the Best Place to Look for Information www.novell.com/coolsolutions/gov/