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