Course Outline - Managing Corporate E-Mail and Electronic Messages

Course Outline - Managing Corporate E-Mail and Electronic Messages

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  Managing E-mail &Electronic Messages in Records Management Systems COURSE DESCRIPTION Course Title: MANAGING CORPORATE E-MAIL & ELECTRONIC MESSAGES In Corporate Records & Information Management Systems Course Priscilla Emery Instructor: EMC Scope, Longwood, Florida, USA Introduction E-mails and Instant Messages have become the most prevalent forms of communication within the business environment. However, these same electronic documents are also the most likely information to be used (or misused) as evidence during a legal proceeding or during an audit process. This workshop will provide attendees with a solid understanding of the legal and financial consequences of not actively managing e-mail archives and other electronic documents and the information and records governance that should be in place in order to effectively protect their organizations. They will also be provided with a detailed understanding of how to apply corporate e-Records accountability to e-mail along with an understanding of how to decide which e-mails to treat as records. The workshop will also provide an understanding of what types of e-mail and electronic records archive and management alternatives exist today and the ability to make a more informed decision about the alternatives that are best for their organization. Course Objectives  Identify all the legal and regulatory the risks associated with not managing e-mail as a record and assess their organizations’ vulnerability level.  Identify and understand how to differentiate between e-mail records and non- records.  Put together an e-mail management strategy and identify what Change 1
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  Managing E-mail &Electronic Messages in Records Management Systems Management activities need to be addressed in order for their efforts to be successful.  Create an e-mail and electronic communications policy.  Apply Records Management principles and standards to managing e-mail within their organization.  Identify the criteria that need to be used for evaluating tools to help support the e- mail records management process.  Identify different social media applications and develop a policy for how they should be used in compliance with internal policies. Course Format This is a workshop format with presentations, interactive discussion and exercises, along with case studies. Course Topics Topics shall include:  The Role of E-mail in Business Communication and the Need to Manage E-mails as Records. o Outline and Understand International and Domestic Regulatory Compliance Issues and Risks o Outline and understand International and Domestic Legal and Discovery Issues and Risks o Review Case Studies and Experiences with E-mail as Evidence  Defining and understanding e-mail and other electronic communications. o Describe architectural systems of various messaging formats such as e- mail, Blackberries (PDAs), instant messaging, text messaging, etc. 2
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  Managing E-mail &Electronic Messages in Records Management Systems o Describe the implications of the architectural systems of multiple messaging formats on archiving and retention  What kinds of E-mails Should be Considered Records?  Developing an E-mail Compliance Strategy  Developing an E-mail and Electronic Communications Policy o Case Study and Exercise  Enforcing the Electronic Communications Policy  Applying Records Management Procedures to E-mail o E-mail Retention Dos and Don’ts  Review of Best Practices o AIIM o ARMA  International Standards for the Management of E-mail As a Record o MoReq o ISO Standards  Understanding the E-mail and Electronic Records Archive and Management Alternatives That Exist Today o In-sourced versus Out-sourced o Server-Scraping versus Moving to Folders o Auto-categorization – Advantages and Disadvantages o Case Studies in Managing E-mail as a Record  Criteria For Evaluating E-mail Management within E-Records Technology Alternatives  Change Management Issues  Records and Information Management of Social Media and Networking o What is social networking? o Who is using it? o Where is it being used from a business context? o Why is this an important issue for Records Managers? o How Do Records Managers work to manage this phenomenon without looking like they live in the Dark Ages? 3
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  Managing E-mail &Electronic Messages in Records Management Systems  What’s on the Horizon and How Your Organization Can Be Prepared for Change Audience  Information Management Professionals  Chief Information Officers  Legal Staff, Regulatory Staff  IT/Technical Staff  Records Managers &Officers  Business Managers  IT Service Providers  Consultants & Legal Advisors  Information Lawyers  Corporate Legal Secretaries  Data Protection Officers  Implementation Teams  Information Architects, Archivists  Administrative Staff  Library Staff  Document Control Staff 4