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Ri d F t Riccardo Ferrante Smithsonian Institution Archives
ACDA 2010 – Mundelein, IL
1965 – Electronic mail allows users on a single mainframe t t i t ith h th MIT’ CTSS d computer to communicate with each other. MIT’s CTSS and
SDC’s (System Development Corporation, a spinoff of Rand Corp, that was sold to Unisys in the mid 80’s) Q321966 f tibl t “ il” h th 1966 – users of compatible systems can “email” each other: BITNET, Unix mail, IBM, DEC1969 – first electronic mail sent between disparate systems over ARPANET1971 – “@” address demarcation first used to send email from one DEC system to another DEC system1982 – Email transmission protocol standard SMTP (RFC 821) and ARPA ITM (RFC 822) published.
1980’s – Email applications developed for PCs and LANs. P i t t i l d f t t “d d ” th Proprietary systems include features to “decode” the mail from competitors’ systems. Cc:Mail, Microsoft Mail, Banyan VINES, Lotus Notes, AppleMail, Groupwise(previously WordPerfect Office)(previously WordPerfect Office)Mid 1990’s
– attachments and HTML added as a result of MIME standard (RFC 2045 in 11/1996)standard (RFC 2045 in 11/1996)– web hosted email services
2001 – Email standard RFC 822 superseded by RFC 2822Mid 2000’ E il d id i liti ti Mid 2000’s - Enron emails used as evidence in litigation, posted to the Web2008 – RFC 2822 superseded by RFC 5322
Messages sent within one computer system
Messages sent between systems that are the same
ARPANET
DEC
IBM
DEC
Messages sent between different systems
BITNET
ARPANET
@Person@company.com
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:
Microsoft Mail WordPerfect Office(later Novell Groupwise)
Cc:Mail
Banyan VINES
Lotus Notes
Banyan VINES
1982 -- Standard published for message format – RFC 821, RFC 822
PC and LAN’s support proprietary email apps
Examples:
Microsoft Mail WordPerfect Office(later Novell Groupwise)
Cc:Mail
Banyan VINES
Lotus Notes
Banyan VINES
E ilEmail
SignatureOrganization
DDocs
Web based email servicesWeb-based email services
… and others
SignatureOrganization
Docs
Organization
Email data format standard updated2001 – Email standard RFC 2822 supersedes RFC 822 (1982)2008 RFC 5322 supersedes RFC 2822 (2001)2008 – RFC 5322 supersedes RFC 2822 (2001)
Emails used as evidence in litigation posted to Emails used as evidence in litigation, posted to the WebLegislation passed to include electronic records g pin discoverable documents
Email is ubiquitous
That means email can be is:
Official recordsO i ti dOrganization records
Personal papers
Paper-based recordkeeping systemsElectronic recordkeeping systems
Adequate and reliable? ERMS systems (DoD 5015.2)y ( )http://jitc.fhu.disa.mil/recmgt/register.html
BothBothU.S. GAO reports
Information Management: The Challenge of Managing Electronic Records June 17 2010Electronic Records. June 17, 2010.Federal Records: Agencies Face Challenges in Managing E-mails. April 23, 2008.
NoneNone
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 recordshistoric recordsAlso 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 capturedI di id l il d t di k tt d t d i f ldIndividual emails saved to a diskette and tossed in a folderPrinted and filedNothing
What we get is what we getg g
Proactive acquisitionElectronic record management systemsEmail capture systems
EMCAP a joint project of North Carolina and EMCAP, a joint project of North Carolina and Kentucky
System-configured declaration or user-declared
Under the hoodClassificationRecords Disposition SchedulesWorking with an ERMS implementation
RelationshipsEmail administrationDisaster recovery plansPolicy
Reducing liabilities without losing historyg gThorough application of records management practicesPolicy directives supporting acquisition & retention Policy directives supporting acquisition & retention of historical documentsAbility to constrain access based on litigation or other legal activitiesConsistent, 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’sUsing ERMS s
Using XML
Individual or consortial systems approach?
Projects to consultProjects to consultEMCAP – Email Capture & PreservationCERP – Collaborative Electronic Records ProjectPEDALS – Persistent Digital Archives & Library SystemsHUL – Harvard University Libraries
Ricc FerranteIT Archivist and Director of Digital Services
Smithsonian Institution Archives 202-633-5906
FerranteR@si.edu