DAVID – Archiving e-mail

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DAVID – Archiving e-mail

DAVID Archiving e-mail

TABLE OF CONTENTS

TABLE OF CONTENTS 3

INTRODUCTION 5

I. WHAT IS AN E-MAIL 7

A. HOW DOES E-MAIL WORK............................................................................................................ 7

B. STRUCTURE OF AN E-MAIL MESSAGE.............................................................................................. 8

C. ADVANTAGES OF E-MAIL............................................................................................................... 8

II. WHY ARCHIVE E-MAIL 9

A. E-MAIL AS A RECORD.................................................................................................................... 9

B. ARCHIVE LEGISLATION ................................................................................................................12

C. GOOD OPERATIONAL MANAGEMENT .............................................................................................14

III. THE LEGAL VALUE OF E-MAIL 15

A. THE E-MAIL IS LEGALLY BINDING.................................................................................................16

B. THE E-MAIL IS LEGALLY NOT BINDING ..........................................................................................16

IV. PRIVACY: LEGAL FRAMEWORK 17

A. THE FREEDOM TO ENGAGE IN TELECOMMUNICATION.....................................................................17

B. E-MAIL PRIVACY: A FUNDAMENTAL RIGHT..................................................................................18

1. Most relevant international instruments .........................................................................................18

2. Article 8 E.C.H.R.: Telecommunication secrecy as a fundamental right ...........................................19

a) History of the secrecy of telecommunication as a fundamental right .............................................19

b) Scope of the constitutional principle of secrecy of telecommunication ..........................................20

3. Directive 97/66/EC concerning the processing of personal data and the protection of privacy in the

telecommunication sector .................................................................................................................22

C. E-MAIL ARCHIVES: PROCESSING OF PERSONAL DATA .....................................................................24

1. Applicability of the Privacy Directive ........................................................................................24

2. Who needs to live up to the rules..............................................................................................25

3. What rules apply to the body responsible for the processing ..........................................................26

4. Archiving: secondary processing complying with the original goal ................................................27

D. CONCLUSION...............................................................................................................................28

V. OTHER RELEVANT REGULATIONS 30

A. INTRODUCTION ...........................................................................................................................30

B. ACCESS RIGHT TO GOVERNING E-MAILS ........................................................................................30

VI. ARCHIVING E-MAIL: THE OPTIONS 32

A. THE ARCHIVIST’S CHALLENGES ....................................................................................................32

B. QUALITY REQUIREMENTS FOR ARCHIVING E-MAIL.........................................................................33

C. THE E-MAIL ARCHIVING STRATEGIES.............................................................................................34

1.Hard copy recordkeeping ...............................................................................................................34

2. Electronic recordkeeping ..............................................................................................................36

a) Archiving centrally via the mail server or by the involved administrative assistant.......................36

b) Electronic archiving within the e-mail system ...........................................................................37

c) Electronic archiving outside the e-mail system............................................................................42

3. Conclusion: archiving outside the e-mail system ............................................................................47

VII. E-MAIL ARCHIVING IN PRACTICE 47

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