1. E-mail Record Retention in a GroupWise® Environment
Novell BrainShare 2002
Record Retention in a GroupWise® Environment
Lindsey Johnstone
System Manager
City of Seattle
BUS 315— Record Retention in a GroupWise Environment

3. History Novell BrainShare 2002
BUS 315— Record Retention in a GroupWise Environment

4. 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— Record Retention in a GroupWise Environment

5. 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— Record Retention in a GroupWise Environment

6. 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— Record Retention in a GroupWise Environment

7. 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

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

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

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

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

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

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

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

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

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

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

18. 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

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

20. 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?

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

22. 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

23. 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

24. Challenges: Public Disclosure Requests
Files
Web surfing logs

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

26. Where Do We Go from Here? Novell BrainShare 2002
BUS 315— Record Retention in a GroupWise Environment

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

28. Other Useful Links
Compilation of third-party solutions
Disclaimers
Number of products
Management suite
Helpful tools
Association of Records Managers and Administrators
Virus scanning, footnotes, extension exclusion

29. And the Best Place to Look for Information