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The Evolution and Management of Email






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    The Evolution and Management of Email The Evolution and Management of Email Presentation Transcript

    • Riccardo F Ri d Ferrante t Smithsonian Institution Archives ACDA 2010 – Mundelein, IL
    • 1965 – Electronic mail allows users on a single mainframe computer to communicate with each other. MIT’s CTSS and t t i t ith h th MIT’ d SDC’s (System Development Corporation, a spinoff of Rand Corp, that was sold to Unisys in the mid 80’s) Q32 1966 – users of compatible systems can “email” each other: f tibl t “ il” h th BITNET, Unix mail, IBM, DEC 1969 – first electronic mail sent between disparate systems over ARPANET 1971 – “@” address demarcation first used to send email from one DEC system to another DEC system 1982 – Email transmission protocol standard SMTP (RFC 821) and ARPA ITM (RFC 822) published.
    • 1980’s – Email applications developed for PCs and LANs. Proprietary systems include features to “decode” the P i t t i l d f t t “d d ” th mail from competitors’ systems. Cc:Mail, Microsoft Mail, Banyan VINES, Lotus Notes, AppleMail, Groupwise (previously WordPerfect Office) Mid 1990’s – attachments and HTML added as a result of MIME standard (RFC 2045 in 11/1996) – web hosted email services 2001 – Email standard RFC 822 superseded by RFC 2822 Mid 2000’ - E 2000’s Enron emails used as evidence iin liti ti il d id litigation, posted to the Web 2008 – RFC 2822 superseded by RFC 5322
    • Messages sent within one computer system
    • Messages sent between systems that are the same
    • ARPANET DEC IBM BITNET Messages sent between different systems
    • ARPANET @company.com Person BITNET
    • 1982 -- Standard published for message format – RFC 821, RFC 822 PC and LAN’s support proprietary email apps PC’s & LAN’s
    • 1982 -- Standard published for message format – RFC 821, RFC 822 PC and LAN’s support proprietary email apps Examples: WordPerfect Office Microsoft Mail (later Novell Groupwise) Cc:Mail Lotus Notes Banyan VINES
    • 1982 -- Standard published for message format – RFC 821, RFC 822 PC and LAN’s support proprietary email apps Examples: WordPerfect Office Microsoft Mail (later Novell Groupwise) Cc:Mail Lotus Notes Banyan VINES
    • Email E il Signature Organization Docs
    • Web-based Web based email services … and others Email Signature Organization Docs
    • Email data format standard updated 2001 – Email standard RFC 2822 supersedes RFC 822 (1982) 2008 – RFC 5322 supersedes RFC 2822 (2001) Emails used as evidence in litigation posted to litigation, the Web Legislation passed to include electronic records g p in discoverable documents
    • Email is ubiquitous That means email can be is: Official records Organization records O i ti d Personal papers
    • Paper-based recordkeeping systems Electronic recordkeeping systems Adequate and reliable? ERMS systems ( y (DoD 5015.2)) http://jitc.fhu.disa.mil/recmgt/register.html Both U.S. GAO reports Information Management: The Challenge of Managing Electronic Records June 17, 2010. Records. 17 2010 Federal Records: Agencies Face Challenges in Managing E- mails. April 23, 2008. None
    • Acquiring historic correspondence at very high risk. With records management systems in place, still a hit or miss proposition Tension between minimized vulnerabilities and keeping historic records Also applicable, policies calling for destruction of email based on non-content criteria (age, number in account, etc.) Without a companion Record Management System Catch as catch can – which usually means it doesn’t get captured Individual I di id l emails saved t a diskette and t il d to di k tt d tossed iin a f ld d folder Printed and filed Nothing
    • What we get is what we get g g Proactive acquisition Electronic record management systems Email capture systems EMCAP, EMCAP a joint project of North Carolina and Kentucky System-configured declaration or user-declared
    • Under the hood Classification Records Disposition Schedules Working with an ERMS implementation
    • Relationships Email administration Disaster recovery plans Policy
    • Reducing liabilities without losing history g g Thorough application of records management practices Policy directives supporting acquisition & retention of historical documents Ability to constrain access based on litigation or other legal activities Consistent, documented procedures and policies
    • What is the archival object? The lifecycle question Message by message, or in groups What about attachments and nested emails (threads)? Obsolescence
    • Using ERMS’s ERMS s Using XML Individual or consortial systems approach? Projects to consult EMCAP – Email Capture & Preservation CERP – Collaborative Electronic Records Project PEDALS – Persistent Digital Archives & Library Systems HUL – Harvard University Libraries
    • Ricc Ferrante IT Archivist and Director of Digital Services Smithsonian Institution Archives 202-633-5906 FerranteR@si.edu