2. E-mail Archiving: What Does It Mean For Me? December 2008

3. 2 Agenda Instructional goals and project background What will change for me? New processes –Document archiving –Attachment archiving Attachment management guidelines What do I do now?

4. 3 Instructional Goals After completing this exercise, you should be able to: Identify how the e-mail archiving process integrates with an overall records management process In the context of this project, define document archiving and attachment archiving Explain the new “rules” for e-mail and attachment archiving Identify at least three alternative storage locations or methods for e-mail attachments

5. 4 Introduction “Just about every organization has an e-mail overload issue.” -Gartner, 2008

6. 5 Project Background Records Management Project has 3 components: E-mail archiving solution Document management solution, including end user applications Enhanced records management policy

7. 6 FHLB’s E-mail Overload Issue Many people manage mail files well, but … –Our largest mail file has more than 75,000 documents! What makes the problem unmanageable? –Pending litigation requires legal holds and document content searches –Searching through mail files for “that one e-mail I got from _____” is tedious and inefficient

8. 7 What will change for me? Mail items older than 90 days will be programmatically deleted –You can still choose to keep items longer than 90 days – but there will be a limit to how much you can keep in your personal e-mail archive Attachments will be archived to a central location –Cuts down the size of your mail file –Moves items to more efficient storage medium

9. 8 How will e-mails be archived? The “– My Archive” folder controls retention –Items in – My Archive and subfolders will be kept –Items not in these folders will be purged after 90 days

10. 9 How do I tell you I want to keep it?

11. 10 Pre-Deletion View

12. 11 Post-Deletion View

13. 12 How do I find archived e-mails? Items older than 90 days that you’ve chosen to keep will still show in your mail file the same way as they do now.

14. 13 What is attachment archiving? Sending an e-mail or meeting invitation with a 5mb attachment to 10 users takes up 55mb of space –5mb in your “Sent” folder –5mb in each recipient’s mail file Attachment archiving keeps just one copy of an attachment, leaving a pointer behind in each of the recipients’ mail files

15. 14 Where are my attachments? You’ll now see a link to the attachment

16. 15 How do I see the attachment? Click the icon and a new window will open:

17. 16 Where should I store attachments? M – personal drive K – shared drive with restrictions O – departmental shared drive Project Server

18. 17 What do I do now? Import any existing archives –Be thoughtful – decide what you really need to keep in electronic format within your mail file Make a considered effort to pare down your mail Practice – take the assessment found here. Your results will be sent to the facilitator and you will receive feedback within 24-48 hours.here

19. 18 Questions? Check the FAQs http://bluemps1w/sites/projectserver_634/Shared%20Documents/4%20Executing%20- %20Email%20Archiving/E-mail%20Archiving%20FAQs.doc Review quick reference guide http://bluemps1w/sites/projectserver_634/Shared%20Documents/4%20Executing%20- %20Email%20Archiving/E-mail%20Archiving%20-%20Quick%20Reference%20Guide.doc c.Support ticket E-mail or call Chris Wills or Don Hatch