# Presentation: 518856

## Electronic Messaging

- Technical Report Task Force

- Patricia C. Franks, Ph.D., CRM

## 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

## 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

## 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

## Table of Contents

- 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

- Patricia C. Franks, Ph.D., CRM

## 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

## http://www.arma.org/bookstore/productdetail.cfm?ProductID=1499

**http://www.arma.org/bookstore/productdetail.cfm?ProductID=1499**

- Patricia C. Franks, Ph.D., CRM

## Companion Technical ReportDraft 2003

***	******Issues and Considerations for Managing Electronic Messages as Records***

- Patricia C. Franks, Ph.D., CRM

## 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

## TR Purpose

- 	The purpose of this document is to establish records and information procedures for managing electronic records.

- Patricia C. Franks, Ph.D., CRM

## TR Table of Contents

- Introduction
- Electronic Message Management Program Requirements
- Standards
- Security
- Confidentiality
- Privacy

- Electronic Message Life Cycle Management
- Knowledge Management
- User Training and Compliance
- Disaster Recovery

- Patricia C. Franks, Ph.D., CRM

## Electronic Message Metadata3 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

## Metadata ElementsContent Metadata

- Patricia C. Franks, Ph.D., CRM

## Metadata ElementsRecords Management Metadata

- Patricia C. Franks, Ph.D., CRM

## Metadata ElementsRecords Use Metadata

- Patricia C. Franks, Ph.D., CRM

## 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

## Join the Task Force

- 	Visit ARMA’s Standards Page at _[http://www.arma.org/standards/development/index.cfm](http://www.arma.org/standards/development/index.cfm)_

- Complete and submit a Standards Task Force Application

- Patricia C. Franks, Ph.D., CRM