RE: [info-tech] Email archiving
Thanks Scott, very good info. Tony Richardson, Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] From: [EMAIL PROTECTED] on behalf of Scott Fosseen Sent: Thu 9/25/2008 9:57 PM To: info-tech@aea8.k12.ia.us Subject: Re: [info-tech] Email archiving Tony, For the districts that host email through the AEA we have started to archive all messages through SmarterMail. Also Dan Davis is using the built-in Journaling feature in exchange. Dan will be presenting at the Info-Tech meeting how to do this with exchange. There are a LOT of companies looking to cash in on the email archiving rush right now. We have had a demo on the Freedom9 appliance that looks really nice, but it is difficult for me to justify the $5000 price tag when it can be done simply at the mail server. I would also recommend that before anyone decides to start archiving email that they have policies and procedures in place. How long are you going to keep the email messages (My recommendation is not less than 2 years) who can view the archived email messages and under what circumstances. Our hosted policy will be emails will only be released by written request of the districts legal counsel. Have a Stop Order policy where if any legal action comes up the districts does not destroy ANY data or paper until the legal action has been resolved. Who will retrieve and filter the requested data, Some email may contain non-related confidential data that will have to be filtered out of requests. As per the archiving session we had last year I would recommend that if you archive your district should have a Team including district administrator and legal counsel. -- Original Message -- From: Richardson,Tony [EMAIL PROTECTED] Reply-To: info-tech@aea8.k12.ia.us Date: Thu, 25 Sep 2008 15:42:31 -0500 Hello All, Is anyone out there archiving their email? If so what appliance do you use to archive it? Has anyone heard of ArcMail? Thanks, Tony Richardson Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] mailto:[EMAIL PROTECTED] --- [This E-mail scanned for viruses by Declude Virus on the server aea8.k12.ia.us] - Archived messages from this list can be found at: http://www.mail-archive.com/info-tech@aea8.k12.ia.us/ - winmail.dat
RE: [info-tech] Email archiving
Sounds good, how much storage is required for journaling? Tony Richardson, Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] From: [EMAIL PROTECTED] on behalf of Stanzel, Matt Sent: Thu 9/25/2008 3:57 PM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving At Sheldon we are using message journaling in Exchange 2003...no extra cost J From: Richardson,Tony [mailto:[EMAIL PROTECTED] Sent: Thursday, September 25, 2008 3:43 PM To: info-tech@aea8.k12.ia.us Subject: [info-tech] Email archiving Hello All, Is anyone out there archiving their email? If so what appliance do you use to archive it? Has anyone heard of ArcMail? Thanks, Tony Richardson Technology Coordinator Humboldt Community School District http://hs-m01.humboldt.k12.ia.us/exchange/trichardson/Drafts/RE:%20[info-tech]%20Email%20archiving.EML/1_multipart/image001.jpg [EMAIL PROTECTED] winmail.dat
RE: [info-tech] Email archiving
That would help me too. From: [EMAIL PROTECTED] [mailto:[EMAIL PROTECTED] On Behalf Of JON HUESER Sent: Friday, September 26, 2008 8:09 AM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving If anybody has been doing the archive for a while and have the policy's, seeing them would really help. Maybe sometime at a tech meeting we could view those policy's. Just a thought. Thanks! Jon W. Hueser- MSE, Ed. S MS/HS Principal Technology Director East Greene CSD 405 12th Street South Grand Junction, IA 50107 515-738-2411 x241 Fax: 515-738-5719 From: Richardson, Tony [EMAIL PROTECTED] Sent: Friday, September 26, 2008 4:18 AM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving Thanks Scott, very good info. Tony Richardson, Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] From: [EMAIL PROTECTED] on behalf of Scott Fosseen Sent: Thu 9/25/2008 9:57 PM To: info-tech@aea8.k12.ia.us Subject: Re: [info-tech] Email archiving Tony, For the districts that host email through the AEA we have started to archive all messages through SmarterMail. Also Dan Davis is using the built-in Journaling feature in exchange. Dan will be presenting at the Info-Tech meeting how to do this with exchange. There are a LOT of companies looking to cash in on the email archiving rush right now. We have had a demo on the Freedom9 appliance that looks really nice, but it is difficult for me to justify the $5000 price tag when it can be done simply at the mail server. I would also recommend that before anyone decides to start archiving email that they have policies and procedures in place. How long are you going to keep the email messages (My recommendation is not less than 2 years) who can view the archived email messages and under what circumstances. Our hosted policy will be emails will only be released by written request of the districts legal counsel. Have a Stop Order policy where if any legal action comes up the districts does not destroy ANY data or paper until the legal action has been resolved. Who will retrieve and filter the requested data, Some email may contain non-related confidential data that will have to be filtered out of requests. As per the archiving session we had last year I would recommend that if you archive your district should have a Team including district administrator and legal counsel. -- Original Message -- From: Richardson,Tony Reply-To: info-tech@aea8.k12.ia.us Date: Thu, 25 Sep 2008 15:42:31 -0500 Hello All, Is anyone out there archiving their email? If so what appliance do you use to archive it? Has anyone heard of ArcMail? Thanks, Tony Richardson Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] --- [This E-mail scanned for viruses by Declude Virus on the server aea8.k12.ia.us] - Archived messages from this list can be found at: http://www.mail-archive.com/info-tech@aea8.k12.ia.us/ -
Re: [info-tech] Email archiving
Lets add that to the 2pm time with Dan's Presentation on how to Journal in Exchange. Remember Thursday October 2nd is our next meeting in Fort Dodge. From: Richardson,Tony Sent: Friday, September 26, 2008 8:14 AM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving That would help me too. From: [EMAIL PROTECTED] [mailto:[EMAIL PROTECTED] On Behalf Of JON HUESER Sent: Friday, September 26, 2008 8:09 AM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving If anybody has been doing the archive for a while and have the policy's, seeing them would really help. Maybe sometime at a tech meeting we could view those policy's. Just a thought. Thanks! Jon W. Hueser- MSE, Ed. S MS/HS Principal Technology Director East Greene CSD 405 12th Street South Grand Junction, IA 50107 515-738-2411 x241 Fax: 515-738-5719 From: Richardson, Tony [EMAIL PROTECTED] Sent: Friday, September 26, 2008 4:18 AM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving Thanks Scott, very good info. Tony Richardson, Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] From: [EMAIL PROTECTED] on behalf of Scott Fosseen Sent: Thu 9/25/2008 9:57 PM To: info-tech@aea8.k12.ia.us Subject: Re: [info-tech] Email archiving Tony, For the districts that host email through the AEA we have started to archive all messages through SmarterMail. Also Dan Davis is using the built-in Journaling feature in exchange. Dan will be presenting at the Info-Tech meeting how to do this with exchange. There are a LOT of companies looking to cash in on the email archiving rush right now. We have had a demo on the Freedom9 appliance that looks really nice, but it is difficult for me to justify the $5000 price tag when it can be done simply at the mail server. I would also recommend that before anyone decides to start archiving email that they have policies and procedures in place. How long are you going to keep the email messages (My recommendation is not less than 2 years) who can view the archived email messages and under what circumstances. Our hosted policy will be emails will only be released by written request of the districts legal counsel. Have a Stop Order policy where if any legal action comes up the districts does not destroy ANY data or paper until the legal action has been resolved. Who will retrieve and filter the requested data, Some email may contain non-related confidential data that will have to be filtered out of requests. As per the archiving session we had last year I would recommend that if you archive your district should have a Team including district administrator and legal counsel. -- Original Message -- From: Richardson,Tony Reply-To: info-tech@aea8.k12.ia.us Date: Thu, 25 Sep 2008 15:42:31 -0500 Hello All, Is anyone out there archiving their email? If so what appliance do you use to archive it? Has anyone heard of ArcMail? Thanks, Tony Richardson Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] --- [This E-mail scanned for viruses by Declude Virus on the server aea8.k12.ia.us] - Archived messages from this list can be found at: http://www.mail-archive.com/info-tech@aea8.k12.ia.us/ -
RE: [info-tech] Email archiving
I burn a PST file (which gives me a great searching tool) to DVD every month, which is generally around 4GB. So the storage needed is minimal as long as I archive to DVD, otherwise, there is about 5GB of uncompressed email generated every month. -Original Message- From: Richardson,Tony [mailto:[EMAIL PROTECTED] Sent: Friday, September 26, 2008 5:43 AM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving Sounds good, how much storage is required for journaling? Tony Richardson, Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] From: [EMAIL PROTECTED] on behalf of Stanzel, Matt Sent: Thu 9/25/2008 3:57 PM To: info-tech@aea8.k12.ia.us Subject: RE: [info-tech] Email archiving At Sheldon we are using message journaling in Exchange 2003...no extra cost J From: Richardson,Tony [mailto:[EMAIL PROTECTED] Sent: Thursday, September 25, 2008 3:43 PM To: info-tech@aea8.k12.ia.us Subject: [info-tech] Email archiving Hello All, Is anyone out there archiving their email? If so what appliance do you use to archive it? Has anyone heard of ArcMail? Thanks, Tony Richardson Technology Coordinator Humboldt Community School District http://hs-m01.humboldt.k12.ia.us/exchange/trichardson/Drafts/RE:%20[inf o-tech]%20Email%20archiving.EML/1_multipart/image001.jpg [EMAIL PROTECTED] --- [This E-mail scanned for viruses by Declude Virus on the server aea8.k12.ia.us] - Archived messages from this list can be found at: http://www.mail-archive.com/info-tech@aea8.k12.ia.us/ -
RE: [info-tech] Email archiving
We use Lightspeed's message journaling features with Exchange 2007. - Tim Buenz Director of Technology Jefferson-Scranton Comm. Schools 204 W. Madison Street Jefferson, IA 50129 (515)386-9256 Fax (515)386-3591 http://www.jscsd.org Change is the law of life. And those who look only to the past or present are certain to miss the future -John F. Kennedy From: [EMAIL PROTECTED] [mailto:[EMAIL PROTECTED] On Behalf Of Richardson,Tony Sent: Thursday, September 25, 2008 3:43 PM To: info-tech@aea8.k12.ia.us Subject: [info-tech] Email archiving Hello All, Is anyone out there archiving their email? If so what appliance do you use to archive it? Has anyone heard of ArcMail? Thanks, Tony Richardson Technology Coordinator Humboldt Community School District [cid:image001.jpg@01C91F2E.8E33B5C0] [EMAIL PROTECTED]mailto:[EMAIL PROTECTED] inline: image001.jpg
Re: [info-tech] Email archiving
Tony, For the districts that host email through the AEA we have started to archive all messages through SmarterMail. Also Dan Davis is using the built-in Journaling feature in exchange. Dan will be presenting at the Info-Tech meeting how to do this with exchange. There are a LOT of companies looking to cash in on the email archiving rush right now. We have had a demo on the Freedom9 appliance that looks really nice, but it is difficult for me to justify the $5000 price tag when it can be done simply at the mail server. I would also recommend that before anyone decides to start archiving email that they have policies and procedures in place. How long are you going to keep the email messages (My recommendation is not less than 2 years) who can view the archived email messages and under what circumstances. Our hosted policy will be emails will only be released by written request of the districts legal counsel. Have a Stop Order policy where if any legal action comes up the districts does not destroy ANY data or paper until the legal action has been resolved. Who will retrieve and filter the requested data, Some email may contain non-related confidential data that will have to be filtered out of requests. As per the archiving session we had last year I would recommend that if you archive your district should have a Team including district administrator and legal counsel. -- Original Message -- From: Richardson,Tony [EMAIL PROTECTED] Reply-To: info-tech@aea8.k12.ia.us Date: Thu, 25 Sep 2008 15:42:31 -0500 Hello All, Is anyone out there archiving their email? If so what appliance do you use to archive it? Has anyone heard of ArcMail? Thanks, Tony Richardson Technology Coordinator Humboldt Community School District [EMAIL PROTECTED] mailto:[EMAIL PROTECTED] --- [This E-mail scanned for viruses by Declude Virus on the server aea8.k12.ia.us] - Archived messages from this list can be found at: http://www.mail-archive.com/info-tech@aea8.k12.ia.us/ -
Re: [info-tech] Email Archiving Law News/update
Thanks Scott. We were just questioning that here in Spencer... Scott Fosseen [EMAIL PROTECTED] 1/19/2007 9:20 AM This is an article that appears in the January 2007 School Leaders Update. The author of the article is Carol Greta with the DE. Records Retention Recently there was an article on December 8 in eSchool News that was VERY confusing. It referenced a recent U.S. Supreme Court decision about schools retaining email. Several schools (and AEAs) have raised questions about this. THERE IS NO SUCH SUPREME COURT RULING. What happened was that federal rules of civil procedure were approved by the Court, and certain of the rules dealt with production of email correspondence during litigation. The article in eSchool News not only implied, but also outright stated that schools would be regulated by the rules. Here's what the education community needs to know: The federal rules are NOTHING NEW. AEAs and LEAs have always been required to retain certain documents, and the electronic nature of the document is determinative of NOTHING. For instance, if the email is a complaint, treat it as if it was sent by the Post Office. While there are very few federal or state laws that govern this, the DE's Uniform Administrative Procedures manual has two full pages (in Chapter 14) of suggested retention periods for various records. The link to the UAP is: http://www.iowa.gov/educate/content/view/129/358/. Remember that electronic records are records also. An email from a parent or taxpayer or staff member is to be treated no differently than if the communication came from the Post Office. A selected few examples from the UAP are as follows: Correspondence: * Personnel correspondence, 7 years after termination * General correspondence, 3 years or as long as administratively useful or of historical value Legal Documents: * Written contracts, 10 years beyond end of contract * Insurance policies, 3 years after expiration Payroll: * Payroll journals, 60 years * All income tax forms (W-2s, W-4s, 1099s, etc.), 5 years _ Scott Fosseen - Systems Engineer - Prairie Lakes AEA http://www.aea8.k12.ia.us/tech _ This is to inform you that a memo will be issued today regarding the subject mentioned above. - memo sent by Microsoft Legal Affairs Division _ --- [This E-mail scanned for viruses by Declude Virus on the server aea8.k12.ia.us] - Archived messages from this list can be found at: http://www.mail ( http://www.mail/ )-archive.com/info-tech@aea8.k12.ia.us/ -
