Www.jiscinfonet.ac.uk Email or MEmail Alan Cameron Records Management Consultant JiscinfoNet.
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Transcript of Www.jiscinfonet.ac.uk Email or MEmail Alan Cameron Records Management Consultant JiscinfoNet.
![Page 1: Www.jiscinfonet.ac.uk Email or MEmail Alan Cameron Records Management Consultant JiscinfoNet.](https://reader035.fdocuments.net/reader035/viewer/2022071808/56649efe5503460f94c12bf9/html5/thumbnails/1.jpg)
www.jiscinfonet.ac.uk
Email or MEmail
Alan Cameron
Records Management Consultant
JiscinfoNet
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
Some propositions
• Email is a person to person communication channel , but it is not the private possession of the end-user.
• Email is the equivalent ‘ ….of sticking a post card on a public notice board……’
• An end-user can commit an organisation to a contract or legal risk
• All Emails created or received within an organisation are legally discoverable
• Email management is a business issue not just an IT problem.
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
Three horror stories
• Norwich Union settled out of court for £450k. Employees had exchanged defamatory Emails about a competitor (believed to be an in-joke). By time writ was issued Emails had been destroyed .
• London Law Firm. Litigation still in course. Racial and sexual discrimination as a result of internal Emails. Potentially no top limit on the potential fine.
• UBS Warburg incurred US$206k costs retrieving Emails from IT archive for litigation.
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk Applications Business Requirement
SERVERS, Short term storage Continuous availability24 x 7
Anti-virus, anti-spam, content control, authorization
Security Management
Archive Retention/disposal, search and retrieval
Email archiving
Email blocking, access rights, retention/disposal
Policy Management
Use of folders, agreed file conventions, deletion/save, attachments
End user training/management
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
How does an Email system fit with a Records Management system?
Anti-virus & Spam filters
Firewall
Policies and Policy Management
Email SystemSearching and Retrieval
Records Management Systems ?
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
The Storage Problem
• One HE institution with 4,500 staff processes av.45,000 + Emails a day. (not constant, has peaks and troughs)
• It allows free student use. ++?• Email archive , which goes back 3 years is already many
gigabytes, achieved by back-ups daily, and debateable how much could be retrieved
• An Email plus attachment sent to all staff is stored 4,500 times.
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
Email Storage; Conflicting Interests?
• IT ADMINSTRATORS limit size of personal mailboxes to contain data
volumes which are growing exponentially • END USERS
Want to keep more that they are allowed Rarely ‘manage’ their in-box Resent Interference in ‘personal’ business
• COMPLIANCE OFFICERS Keep everything ‘just in case’
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
The Search for Solutions
• The IT Answer Looks to major vendors such as IBM and Microsoft to
produce systems answers Automatic indexing and retrieval Cost of storage reducing ‘..therefore a minor issue..’
• The Business Answer Making better use of existing capabilities of Email
systems End-user training Use of corporate file spaces,metadata conventions
etc.
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
The Reality
• The vast majority of Institutions have no strategy for effective management of Email
• All Institutions are therefore vulnerable to legal discovery, fraud, and compliance issues particularly FOI and Data Protection.
• The retention period for an Email is identical to that of a record containing the same information in any other medium.
• Few end-users of Email are aware of their employer’s liability for their Email use.
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
Email studies in FE/HE
Only aware of 3
1. University of Central England Case study by the Butler Group
2. Loughborough University Study commissioned by JISC
(contains a generic Email policy document)http://www.loboro.ac.uk/computing/irm
3. Secure E-mail in UK Further and Higher Educationhttp://www.jisc.ac.uk/index.cfm?=jcas_PAPERS_secure_email
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
Towards an Email Policy in an Institution
Summary
1. E-mail Management is a corporate responsibility. It is not reasonable to expect the End-User to know what should or should not be deleted/retained
2. It has to operate at 3 distinct levels• As part of overall IT strategy because part of the answer
lies in technical development• A clear policy for all users which is enforced and
monitored• Training in the better use of the facilities contained within
the major Email systems
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
E-Mail Policy Options 1
• Ownership All messages belong to the organisation Only business messages are owned by the organisation Personal messages are jointly owned Personal messages are confidential
• Permitting e-mail Use E-mail only for organisation’s business May be used for incidental personal purposes Personal purposes without restriction
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
E-Mail Policy Options 2
• Encryption None without specific authority Only specified forms of encryption permitted Encrption permitted
• Labelling All personal messages must be labelled as such Messages must disclose limits of employee’s authority Personal messages must carry a specified disclaimer
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
E-Mail Policy Options 3
• Monitoring E-mail may be monitored for any business purpose, without
notice or consent Monitoring permitted with good cause or legal obligation Systematic monitoring with agreed procedures N o monitoring
• Contents Disclosure Messages contents may be disclosed for any business
purpose without consent Disclosure as required by the law Disclosure permitted within agreed procedures No disclosure
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
E-Mail Policy Options 4
• Notification of Monitoring or Disclosure No notification unless required by law or other duty Notification forbidden by the legal process Notifcation after any access or disclosure
• Substantive Rules System may not be used for illegal or wrongful purposes System may not download software without technical
approval System may not be used for electronic snooping
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Providing Expertise in Planning &
Implementing Information
Systems
www.jiscinfonet.ac.uk
Any Questions?
Thank You
www.jiscinfonet.ac.uk