Archiving emails: the eDAVID approach and implementation

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Archiving e-mails the eDAVID approach and
implementation

• - Filip Boudrez -
• Newcastle, 25 April 2006

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overview

• the eDAVID approach
• context
• rationale
• requirements
• city of Antwerp
• MS Outlook customisation
• KlasseerToolbox 1.0
• implementation
• long term preservation

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context

• no records managers
• 1 second lt retention period ? eternity
• privacy protection
• art. 8 European Convention on Human Rights
• Belgian law on telecommunication

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rationale
? where are my electronic records ?
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rationale option 1
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rationale option 2
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requirements

• selection of e-mails with record-status
• filing e-mails and attachments in classification
  system
• exporting (and importing) e-mails
• seperation of e-mails and attachments
  registration of the archival bond!
• capture of some metadata at filing moment
• sender (delegate) name, e-mailaddress
• date and time of receipt / sending
• archival context
• MS Outlook-version

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city of Antwerp

• IT-environment
• e-mailserver MS Exchange (2003)
• e-mailclient MS Outlook (2000, 2002, 2003)
• RMA Windows Explorer, Documentum
• gt 6500 mailboxes scalable solution needed

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MS Outlook customisation

• goals
• making filing user-friendly / avoiding errors, by
  automated
• capture of the metadata
• application of the chosen file format (.msg)
• mimic search-functionality of MS Outlook
• options
• customised e-mailform
• COM ADDIN
• combination of COM ADDIN customised e-mailform

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KlasseerToolbox 1.0

• e-mails and attachments
• filing of
• 1 e-mail and selected attachments
• a selection of e-mails and all attachments
• the complete contents of a selected e-mailfolder
• file formats
• e-mails .msg
• attachments native file formats
• e-mail metadata embedded in .msg-file
• archiving distribution lists XML
• archiving appointments XML

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implementation triggers

• creation of electronic files management,
  accountability, retrieval
• sharing information
• HELP (F1)
• mailboxes storage limit
• PST-files
• not sharable
• grow very fast ? oversizing, corruption
• 2 GB storage limit
• not a safe storageplace

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implementation projects

• timing 3 months

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implementation continuous

• training
• filing e-mail and attachments part of general
  courses MS Outlook
• intranet
• manuals
• implementation guide
• documentation
• setup file

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long term preservation

• XML as preservation format
• eDAVID XML Schema
• migrationtool
• msg2xml
• capture of other metadata
• XML-encapsulation in Archive Information Packages
  of the
• essential metadata
• original representation .msg-file
• migrated representation .xml-file

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more information

• F. Boudrez, Managing and archiving e-mails,
  Antwerp, 2006 edavid.be/eng
• XML Schemas edavid.be/xmlschemas
• setup file edavid.be/KlasseerToolbox.zip