I work for Local Government in the UK and have been asked by both our internal and external Auditors to ensure that no email message is deleted before it is backed up - so that we can comply with the Freedom of Information Act(any documents that hold information about an individual must be available in case the individual wants to see/have a copy of the information under the Act), that comes into force in the UK next January.
Has anyone - LOTUS - got any suggestions on how we comply with this without fundamentally changing some views/forms?
I hate to say this and wash my mouth out with soap and water, but there is a feature in Exchange to not delete email until after it is backed up?
Subject: Email Archiving for Freedom of Information Act (UK)
Might I suggest easiest option would be to use Journalling. You could in that way capture all mail, be it internal or external to a central repository which could then be archived regularly.
Course thats gonna mean an awful lot of storage.
It would also be useful in the event of investigation into possible breaches of email policy.
Regards
Paul Benwell
Subject: RE: Email Archiving for Freedom of Information Act (UK)
if you want easier mangement then I would go with the third party option. Journaling in Domino is fine but it has restricted capability.
you have two methods, “copy to local database” and send to “mail-in database” both of which have pro’s and con’s. you need to consider encryption, router overhead and a myriad of other elements…
Subject: RE: Email Archiving for Freedom of Information Act (UK)
Agree Journaling isn’t necessarily the best option. But one thing to consider is that it is built in (and hence free) and relatively easy to impliment. But management of it will require consideration, as will security of the information.
3rd party products require evaluation, testing and additional cost.
But in brief there are solutions out there. You just need to find the best fit for your particular environment.
Subject: Does Mail Journaling work for the same iNotes?
Does Mail Journalling work equally and transparently the same for iNotes users as it does for users of the full Notes client?
Subject: It does not care what client sent the message.
Subject: Email Archiving for Freedom of Information Act (UK)
There is the Journal feature new to ND6 that can journal all messages and copy them to a database. See Journal in Domino Admin help…However this is not the best feature in the world, there are third party tools available to journal and archive all mail to central stores for searches etc, I believe that there are several key players in the archiving market that are working on even better products as a solution to the requirement you have.