DAVID – Archiving e-mail

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DAVID – Archiving e-mail

DAVID Archiving e-mail

Image 2:

A folder structure for a Population Register Department within the e-mail

system. The whole department possesses a hierarchical folder structure

within one public folder. The different tasks of the department form the main

sections. These are further subdivided in subtasks and subactivities. The

lowest level contains a separate folder for each case or subject.

The foldernames are preceeded by a code so that internal and external

functions aren't mixed. This code can be used to make a reference to a file

or subject.

The end result should be a logical and clear folder structure that already situates each e-mail partially in

its archive context. Confusion, unclearness and multiple folders for one message should be avoided at all

times. Some rules need to be applied when developing and applying a decent folder structure within the

organisation 70 . These rules can relate to:

q

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q

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The folder names: folder names must be unique, clear and semantic (self-descriptive).

Abbreviations need to be clear to every person within the organisation.

The creation of new folders: the main structure should be fixed and can only be adapted

by the system manager in agreement with the records manager or archivist.

Administrative assistants can only add folders on file or subject level.

The tuning of the folder structure on the shared served disk to the e-mail system and

possibly the paper classification: using an identical folder structure will allow integration

of all related paper and electronic records.

The use of a classificationcode which can be used for references. Classificationcodes

avoid the problem of alphabetical sorting of folders on their names, reflect the structure

and can be used to establish the archival bond.

Grouping electronic records in a folder structure is important for several reasons. Firstly, the records

which belong together are grouped in one logical entity. Secondly, it allows the management of records

at file level. Management decisions regarding to appraisal, disposition, preservation and access will be

made at folder level. This will save time in comparison with managing the records one by one. Thirdly, a

70

The website of the Antwerp City Archives contains guidelines for the development of a folder structure

(http://stadsarchief.antwerpen.be → Werking archieftoezicht → Archiefbeheer → Digitale Archivering).

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