[MCN-L] email archiving

[Johnson, Peter]

Hi Amalyah,

My advice to clients and colleagues regarding the retention and archiving of 
e-mail always has been to consider very carefully whether - and why - you even 
want to consider going down this road.

Attempting to retain, archive and preserve e-mail can be a messy, 
time-consuming and expensive business. And, much like archiving and preserving 
any other electronic media, it is fraught with peril.

I liken e-mail to phone calls and in-person conversations, which largely go 
un-recorded and generally are not archived or preserved.

If certain e-mails or attachments need to be retained, you can print them out, 
or create pdfs to store in your digital asset management system (with 
appropriate metadata attached, of course).

And if this question arose because some high-level executive came back from a 
meeting uttering the words "we should be archiving all our e-mail," then a very 
pointed discussion about the time, expense, and headaches involved may be what 
is needed to help them return to a more reasonable path.

Best regards,

Peter Johnson
Skirball Cultural Center Archives
Los Angeles, CA
pjohnson at skirball.org

---
Monday, March 31, 2014

Colleagues:
Does anyone have an institutional email archiving/preservation/access policy 
they might be willing to share?
[snip]
Thanks for any input!

Amalyah Keshet
Head of Image Resources and Copyright Management
The Israel Museum, Jerusalem

[MCN-L] email archiving

[Leonard Steinbach]

Alongside the issue of email archiving is the issue of archiving email in a
manner that would facilitate or at least minimize the problems/costs
associated with searching, especially in response to a legal discovery
action.  I believe that Google Vault purports to help serve this function
and there are undoubtedly other tools at various cost points.  Does
anyone/everyone incorporate this consideration into the email archive
strategy? Are there any cases where this came into play in a legal action
against a museum that might shed some light on the perils and protections?
A good case study?


On Tue, Apr 1, 2014 at 11:21 AM, Johnson, Peter wrote:

> Hi Amalyah,
>
> My advice to clients and colleagues regarding the retention and archiving
> of e-mail always has been to consider very carefully whether - and why -
> you even want to consider going down this road.
>
> Attempting to retain, archive and preserve e-mail can be a messy,
> time-consuming and expensive business. And, much like archiving and
> preserving any other electronic media, it is fraught with peril.
>
> I liken e-mail to phone calls and in-person conversations, which largely
> go un-recorded and generally are not archived or preserved.
>
> If certain e-mails or attachments need to be retained, you can print them
> out, or create pdfs to store in your digital asset management system (with
> appropriate metadata attached, of course).
>
> And if this question arose because some high-level executive came back
> from a meeting uttering the words "we should be archiving all our e-mail,"
> then a very pointed discussion about the time, expense, and headaches
> involved may be what is needed to help them return to a more reasonable
> path.
>
> Best regards,
>
> Peter Johnson
> Skirball Cultural Center Archives
> Los Angeles, CA
> pjohnson at skirball.org
>
> ---
> Monday, March 31, 2014
>
> Colleagues:
> Does anyone have an institutional email archiving/preservation/access
> policy they might be willing to share?
> [snip]
> Thanks for any input!
>
> Amalyah Keshet
> Head of Image Resources and Copyright Management
> The Israel Museum, Jerusalem
> ___
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>

[MCN-L] email archiving

[Rich Cherry]

Amalyah,

As you mentioned in your email the Email Archiving Deep Dive at Museums and
the Web is today and I am fortunate to be in a room full of really smart
people from organizations including Stanford, Baltimore Museum of Art, IBM,
Wesleyan University, University of Illinois at Urbana-Champaign,
Guggenheim, Philadelphia Museum of Art, Yale, The Noguchi Museum,
Smithsonian, The Frick, Cleveland Art Museum, O?Keeffe Museum, The Getty,
Harvard, Museum of Contemporary Art Chicago, and The Minneapolis Museum of
Art.

>From what I can tell these archivists, technologists and arts
administrators who think email archiving is a critically important thing to
do and who will be working on formulating solutions to this problem.

You can follow the conversation on Twitter #mw2014 #DEEPDIVE and since we
will be publishing the results of our working groups over the summer stay
tuned for more information.

I would love some of the others in attendance to comment their views.

Rich


On Tue, Apr 1, 2014 at 8:21 AM, Johnson, Peter wrote:

> Hi Amalyah,
>
> My advice to clients and colleagues regarding the retention and archiving
> of e-mail always has been to consider very carefully whether - and why -
> you even want to consider going down this road.
>
> Attempting to retain, archive and preserve e-mail can be a messy,
> time-consuming and expensive business. And, much like archiving and
> preserving any other electronic media, it is fraught with peril.
>
> I liken e-mail to phone calls and in-person conversations, which largely
> go un-recorded and generally are not archived or preserved.
>
> If certain e-mails or attachments need to be retained, you can print them
> out, or create pdfs to store in your digital asset management system (with
> appropriate metadata attached, of course).
>
> And if this question arose because some high-level executive came back
> from a meeting uttering the words "we should be archiving all our e-mail,"
> then a very pointed discussion about the time, expense, and headaches
> involved may be what is needed to help them return to a more reasonable
> path.
>
> Best regards,
>
> Peter Johnson
> Skirball Cultural Center Archives
> Los Angeles, CA
> pjohnson at skirball.org
>
> ---
> Monday, March 31, 2014
>
> Colleagues:
> Does anyone have an institutional email archiving/preservation/access
> policy they might be willing to share?
> [snip]
> Thanks for any input!
>
> Amalyah Keshet
> Head of Image Resources and Copyright Management
> The Israel Museum, Jerusalem
> ___
> You are currently subscribed to mcn-l, the listserv of the Museum Computer
> Network (http://www.mcn.edu)
>
> To post to this list, send messages to: mcn-l at mcn.edu
>
> To unsubscribe or change mcn-l delivery options visit:
> http://mcn.edu/mailman/listinfo/mcn-l
>
> The MCN-L archives can be found at:
> http://mcn.edu/pipermail/mcn-l/
>



-- 
Rich Cherry
Co-chair, Museums and the Web
@richcherry
www.museumsandtheweb.com

[MCN-L] email archiving

[Rich Cherry]

Information Resources on Archives and Records Administration for State and
Local Governments Links to resources on state archives and records program
Web sites:

Electronic Mail Policies and Management

http://www.statearchivists.org/arc/states/res_emai.htm


On Mon, Mar 31, 2014 at 10:56 PM, Amalyah Keshet  wrote:

> Colleagues:
>
> Does anyone have an institutional email archiving/preservation/access
> policy they might be willing to share?
>
> I know the subject will be discussed at M&W
>
> http://mw2014.museumsandtheweb.com/museums-and-the-web-deep-dive-assessing-tools-and-best-practices-for-email-preservation-and-access-in-art-museums/
>
> and we will mine the papers from that session.   But it occurred to me
> that some of the great minds of this organization may already
> have dealt with the issue on an internal policy basis.
>
> Thanks for any input!
>
>
> Amalyah Keshet
>
> Chair, MCN IP SIG
>
>
>
>
>
>
> [israel museum, jerusalem]
>
> Amalyah Keshet
>
> Head of Image Resources and Copyright Management
>
> The Israel Museum, Jerusalem
>
>
>
> Tel: 972-2-6708064
>
>
> Cell: 972-54-6558768
>
>
> Fax: 972-2-6771340
>
>
> akeshet at imj.org.il
>
>
>
> [Israel Museum, Jerusalem]<
> https://www.facebook.com/pages/Israel-Museum-Jerusalem/5777654412>  The
> Israel Museum, Jerusalem <
> https://www.facebook.com/pages/Israel-Museum-Jerusalem/5777654412>
>
>
>
> www.imj.org.il
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> ___
> You are currently subscribed to mcn-l, the listserv of the Museum Computer
> Network (http://www.mcn.edu)
>
> To post to this list, send messages to: mcn-l at mcn.edu
>
> To unsubscribe or change mcn-l delivery options visit:
> http://mcn.edu/mailman/listinfo/mcn-l
>
> The MCN-L archives can be found at:
> http://mcn.edu/pipermail/mcn-l/
>



-- 
Rich Cherry
Co-chair, Museums and the Web
@richcherry
www.museumsandtheweb.com

[MCN-L] email archiving

[Amalyah Keshet]

Colleagues:

Does anyone have an institutional email archiving/preservation/access policy 
they might be willing to share?

I know the subject will be discussed at M&W
http://mw2014.museumsandtheweb.com/museums-and-the-web-deep-dive-assessing-tools-and-best-practices-for-email-preservation-and-access-in-art-museums/

and we will mine the papers from that session.   But it occurred to me that 
some of the great minds of this organization may already
have dealt with the issue on an internal policy basis.

Thanks for any input!


Amalyah Keshet

Chair, MCN IP SIG






[israel museum, jerusalem]

Amalyah Keshet

Head of Image Resources and Copyright Management

The Israel Museum, Jerusalem



Tel: 972-2-6708064


Cell: 972-54-6558768


Fax: 972-2-6771340


akeshet at imj.org.il



[Israel Museum, 
Jerusalem]  
The Israel Museum, Jerusalem 




www.imj.org.il