Electronic Messaging

1. Electronic Messaging Technical Report Task Force Patricia C. Franks, Ph.D., CRM

2. Topics of Discussion • Requirements for Managing Electronic Messages as Records, ANSI Standard, Approved October 7, 2004 • Issues and Considerations for Managing Electronic Messages as Records, Draft Technical Report Patricia C. Franks, Ph.D., CRM

3. Scope of Standard • The standard sets the requirements for managing electronic records and extends to any type of text-based electronic message or communication such as e-mail or instant messaging. • It does not extend to voice mail. Patricia C. Franks, Ph.D., CRM

4. Purpose of Standard The standard is prepared for the direction and use of individuals charged with establishing guidelines for creating standard records management policy for the life cycle management of electronic messages Patricia C. Franks, Ph.D., CRM

5. Introduction Normative References Definitions Electronic Messaging Policy Development Policy Development Team Applicable Standards Policy Considerations Electronic Messaging Content Management Electronic Messaging Retention Management User Training Disaster Recovery Table of Contents Patricia C. Franks, Ph.D., CRM

6. Other Applicable Standards • ANSI/AIIM TR31-2003 • ANSI/ARMA 5-2003 • ISO 15489-1:2001 • DoD 5015.2-STD Patricia C. Franks, Ph.D., CRM

7. http://www.arma.org/bookstore/productdetail.cfm?ProductID=1499http://www.arma.org/bookstore/productdetail.cfm?ProductID=1499 Patricia C. Franks, Ph.D., CRM

8. Companion Technical ReportDraft 2003 Issues and Considerations for Managing Electronic Messages as Records Patricia C. Franks, Ph.D., CRM

9. TR Scope (proposed) This Technical Report addresses concerns typically confronted during the implementation and management of electronic messaging systems. Patricia C. Franks, Ph.D., CRM

10. TR Purpose The purpose of this document is to establish records and information procedures for managing electronic records. Patricia C. Franks, Ph.D., CRM

11. Introduction Electronic Message Management Program Requirements Standards Security Confidentiality Privacy Electronic Message Life Cycle Management Knowledge Management User Training and Compliance Disaster Recovery TR Table of Contents Patricia C. Franks, Ph.D., CRM

12. Electronic Message Metadata3 Broad Categories in terms of 3 lifecycle events • Content Metadata (origin and capture) • Records Management Metadata (maintenance and classification) • Records Use Metadata (access, review, and utilization) Patricia C. Franks, Ph.D., CRM

13. Element Data Required Content Metadata ID Unique identifier Subject Contents of subject line (1) Date Date (2) Time Time (3) Time Zone Time zone designator as calculated by capture system Originator Simple name (4) (5). Must keep e-mail address for evidentiary reasons. Simple name is highly optional but useful. Addressee(s). (If field is named “Recipients,” it can be applied to IM and other communication types.) Simple name (5) (6) (7). Must keep e-mail address or buddy name. Simple name is highly optional but useful. Attachment Name of attachment (8) Format Message format (9) Type Message type (10) Size Size of message, including attachments (12) Language Language of the message (13) Hash Value Numeric signature for authenticity verification Encryption Encryption method (11) and decryption key, if required Linked Content URL if not captured, file contents and descriptors if captured Metadata ElementsContent Metadata Patricia C. Franks, Ph.D., CRM

14. Element Data Required RecordsManagement Metadata Records Series, File Plan Classification Date Date message classified as record Disposition Method Disposition – requires date or event Disposition Date Date or event required but not both Disposition Event Date or event required but not both Disposition Authorization Credential required to override or allow disposition Disposition Certificate ID, Time, and Authorization of destruction Location Physical location of message Migration Date Date required for transference to new media for integral preservation Migration History Trail of migration events showing integrity of preservation Access Domain(s) Credential(s) required to access record. (Note: Credential(s) may be required at the field level, not the record level, to comply with the European Privacy Act, HIPAA, and other regulations.) Metadata ElementsRecords Management Metadata Patricia C. Franks, Ph.D., CRM

15. Element Data Required Records Use Metadata Access ID of accessing entity, including systems Access Event(s) Designators for viewing, retrieval, forwarding, records management changes (disposition edits), annotation edits, etc. Access Event Time Stamp Time and date of access event Access Event Detail Further data relating to access event Annotation Content Comments about record and access events. Can be used for Bates numbers, matter ID, etc. User-defined metadata Varies by field; user-definable Metadata ElementsRecords Use Metadata Patricia C. Franks, Ph.D., CRM

16. Where do we go from here? • ARMA Standards Committee, Electronic Messaging Task Force updating document. • Goal – to have document completed by October 2005. Patricia C. Franks, Ph.D., CRM

17. Join the Task Force Visit ARMA’s Standards Page at http://www.arma.org/standards/development/index.cfm Complete and submit a Standards Task Force Application Patricia C. Franks, Ph.D., CRM