1. Modul 7 Preservasi Surat Elektronik Mata Kuliah Preservasi Informasi Digital

2. Electronic Mail (E-Mail)  Email 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)  Email 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 email  not only the content, but also the transmission and receipt data  complete record

3. Example of Transmission and Receipt Data  Received: from imsa.smtp1.telkom.co.id ([10.1.12.2])  by smtpin01.telkom.co.id (Lotus Domino Release 6.5.4)  with ESMTP id 2009110305123339-2296427 ;  Tue, 3 Nov 2009 05:12:33 +0700  Received: from imsa.smtp1.telkom.co.id (unknown [127.0.0.1])  by IMSA (Postfix) with ESMTP id 6028420EFC0;  Tue, 3 Nov 2009 05:12:33 +0700 (WIT)  Received: from out-mta1.plasa.com (unknown [10.11.15.37])  by imsa.smtp1.telkom.co.id (Postfix) with ESMTP id 2B16120EFB2;  Tue, 3 Nov 2009 05:12:33 +0700 (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 2009 05:12:49 +0700  Received: from [93.183.12.31] (helo=demumfd002.nsn- inter.net)  by in-mta4.telkom.co.id with esmtps (TLSv1:AES256- SHA:256)  id 1N55C1-0000zG-0b; Tue, 03 Nov 2009 05:16:10 +0700  Received: from demuprx016.emea.nsn-intra.net ([10.150.129.55])  by demumfd002.nsn-inter.net (8.12.11.20060308/8.12.11) with ESMTP id nA2MCGCO013946  (version=TLSv1/SSLv3 cipher=DHE-RSA-AES256-SHA bits=256 verify=FAIL);  Mon, 2 Nov 2009 23:12:17 +0100  Received: from demuexc022.nsn-intra.net (demuexc022.nsn-intra.net [10.150.128.35])  by demuprx016.emea.nsn-intra.net (8.12.11.20060308/8.12.11) with ESMTP id nA2MCG4i028511;  Mon, 2 Nov 2009 23:12:16 +0100  Received: from SGSIEXC017.nsn-intra.net ([10.159.224.99]) by demuexc022.nsn-intra.net with Microsoft SMTPSVC(6.0.3790.3959);  Mon, 2 Nov 2009 23:12:14 +0100  X-MimeOLE: Produced By Microsoft Exchange V6.5  MIME-Version: 1.0  Subject: COnfiguration SBY MALANG  Date: Tue, 3 Nov 2009 06:11:57 +0800  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 2009 22:12:14.0291 (UTC) FILETIME=[8831DA30:01CA5C09]  X-TM-AS-Product-Ver: IMSS-7.0.0.3091-5.6.0.1016- 16986.000  X-TM-AS-Result: No--11.162-5.0-31-1  X-imss-scan-details: No--11.162-5.0-31-1  X-MIMETrack: Itemize by SMTP Server on smtpbd01/srv/divsisfo/Telkom(Release 6.5.4|March  27, 2005) at 11/03/2009 05:12:33,  Serialize by POP3 Server on Bdgm01/srv/Telkom(Release 6.5.4|March 27, 2005) at  11/03/2009 07:25:29  Content-class: urn:content-classes:message  Content-Type: multipart/mixed;  boundary="---- _=_NextPart_001_01CA5C09.85C691E3"

4. Basic Principles of Preserving Email  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

5. 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

6. Administrative Considerations  For convenient retrieval, email needs to be filed systematically following standardized filling rules  E-mail files need to be indexed in an organized and consistent patterns  E-mail that needs to be preserved must be moved into a recordkeeping system, which preserve context and structure as well as content  E-mail 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  E-mail 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 email records  All e-mail must be disposed of in a manner that ensures protection of any sensitive, proprietary, or confidential information