Email in Higher Education Policy Issues and Strategies.ppt

Email in Higher Education: Policy Issues and Strategies ECURE 2000 Preservation and Access for College and University Electronic Records October 6, 2000 David A. Wallace School of Information University of Michigan davwal@umich.edu Outline Evolving ICT infrastructure in CU Frames for analyzing email Recordkeeping frame Content analysis of CU email policies Detailed case study: University of Michigan Strategies for capturing and preserving email Evolving ICT infrastructure in CU Used to support: Administration and Support Services (bpr) Research and Development (cscw) Education (courseware) Factors: responsibility (centralized/decentralized) policy infrastructure (creation/implementation/evaluation) role of records management archival programs Frames for analyzing email Appropriate use Etiquette Message composition Expectations of privacy Ownership Copyright Security Legal risk Recordkeeping frame - 1 When is email a “record”? (university record, public record…) How should email records be managed throughout their lifecycle? Creation (initiation/receipt) Use (filing, access permissions, retrieval) Disposition (appraisal/scheduling, preservation, destruction) Recordkeeping frame - 2 Perspectives from the literature Rapid and dramatic increase in email use contemporaneous to new organizational communication forms and infrastructures Enduser desktop autonomy Email can create many different types of “records” Recordkeeping frame - 3 Perspectives from the literature (contd.) Form/function of message more important than its identification as an “email message” Existence of a policy vacuum Lifecycle management is essential Electronic recordkeeping systems needed Content analysis of CU email policies - 1 Identifying Records Addresses record status of email? Distinguished records from non-records? Defines what a record is? Content analysis of CU email policies - 2 Filing and Maintaining Records Print or electronic? Filing suggestions? Discusses how to handle