DAVID – Archiving e-mail

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DAVID – Archiving e-mail

DAVID Archiving e-mail

This can be easily realised by assuming all metadata as separate fields in the header of the e-mail forms

or templates.

Electronic e-mail record keeping goes one step further by adapting the e-mail headers. As the context can

only be stored in a logical or intellectual manner the header should foresee the necessary fields that

indicate the link with the attachments and the context (case, subject). The e-mails can be temporarily

stored within the e-mail system in an on-line or off-line folder structure. In a next phase the e-mails will

be taken outside the e-mail system in a suited archiving format and next be incorporated into the

document management or better a recordkeeping system.

Whichever option will be chosen, it is very important to respect the privacy regulations when archiving

e-mail. Not the principle of confidentiality of mail but the principle of secrecy of telecommunication

applies to the viewing and registration of (the content of) e-mails. Even though this regulation is not (yet)

adapted to everyday practice, the archivist must keep it into account and must ensure that the registration

of e-mail takes place according to the law as much as possible. When considering the importance of the

employee’s privacy and the importance of the organisation to possess a decent archive, it is always the

principle of “a reasonable expectation of privacy” that should prevail. This expectation should be clearly

communicated to those involved. The e-mail policy should discuss this matter in an unambiguous way.

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