DAVID – Archiving e-mail

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DAVID – Archiving e-mail

DAVID Archiving e-mail

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time of sending and reception. If one of these is missing the message is not

complete. Attachments are also incorporated into the content of the e-mail.

structure: the relation between the elements that compose an e-mail will be

archived. An e-mail’s fixed elements are a header, a body containing the actual

message and the possible attachment(s).

context: e-mails will be archived within their context. A reference to the work

process in which the message has been created, received or used will be archived

together with the e-mail. Also the link between the e-mail and related documents

such as attachments should be clear when consulting afterwards 62 .

The content, transmission and contextual data of each e-mail are inseparably linked to

each other. All these elements and their links have to be (electronicly) archived in a

durable, persistent and platform independent way.

The e-mails with archive value will be incorporated into the organisation’s

recordkeeping system. This system is secured and will prevent modifications or

manipulations to the archived e-mails. The archive system helps to ensure the

authenticity and the reliability of archived e-mails. The archived e-mails will be

authentic and correct.

The archived e-mails are readable in the long term. The e-mails are stored in a suitable

file format. The file format will be sustainable, legible and user friendly.

q The archived e-mails are accessible. The (computer) system that manages the archived e-

mails must be able to retrieve them based on their content, header data and context.

C. THE E-MAIL ARCHIVING STRATEGIES

There are several ways to archive e-mails, and this section will discuss all of them. Each option will be

checked according to predetermined quality demands.

1.Hard copy recordkeeping

Applying the hard copy option implies printing the e-mails and storing them on paper, microfilm or

microfiche. As a consequence e-mails are not stored in their primary form but are being replaced by

prints on paper or microfilm/microfiche. Replacing the original electronic e-mails also results in the loss

of the advantages of electronic information: more storage space in the repository is needed, the e-mails

can only be consulted at one location, simultaneous usage is impossible and the archived e-mails cannot

be quickly searched, sorted or indexed.

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The obligation to mention this data is Among others embodied in the American DoD 5015.2 standard (see

C2.2.3: Filing Electronic Mail Messages).

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