Issue link: http://read.uberflip.com/i/1596
www.iltanet.org E-Mail Life Cycle 3 Sometimes e-mail is a many-headed monster. The sheer volume of e-mail messages can bog down systems. Retrieval can be tricky. How can one organize e-mail files so that users can find what they need quickly and painlessly? Plus, there's the risk. There are security issues to contend with, and there are always concerns surrounding old e-mail messages being called into question in court. How long should e-mail remain under a firm's data umbrella? Until the matter is closed? Years? Decades? For eternity? Each firm must take on these issues in its own way. The authors of this white paper offer several solutions on how best to store e-mail, as well as how long it should be kept. Ultimately, it's a question of how vigilant a manager can be, and what tools he can use to make the process of managing e-mail smooth and safe. Many thanks go out to Pat Morris of Torys, Vice President of the Autonomy iManage Peer Group; Rhonda Lewis of Balch & Bingham LLP, Vice President of the Open Text Peer Group; and Charlene Wacenske of Morrison & Foerster LLP, Vice President of the Records Management Peer Group for their advice, guidance and support in organizing this white paper. Anne Flippin Managing Editor In This Issue 4 TaKIng ThE COsT and RIsK OuT Of ThE InbOx by Jeremy Barnes, Open Text Corporation Compare a chronological or role-based approach to organizing e-mail with one based on content, and you'll find that the latter gives an organization a much better idea of what information is really being retained. 8 sEnd, dELETE, fILE … buT WhERE? by Bob Dolinsky, eSentio Technologies E-mail is more than a fast form of communication. It's a risk management issue, a client service issue and a firm management issue. We need guidlines in order to keep control. 12 hOW and WhERE MEssagEs aRE fILEd MEans EvERyThIng by L. Keith Lipman, Autonomy iManage Users develop their own filing habits. Systems have to provide options for the end users that work for them in a natural, sensible way that keeps e-mail safe. 14 TaMIng ThE unRuLy InbOx by Andrew J. SanAgustin, Foster Pepper PLLC Obtaining management and end user buy-in and compliance are the keys to success when introducing new technology or new processes to an organization. 18 a PuRIsT RM PERsPECTIvE: E-MaIL nEEds MaInTaInIng, nOT aRChIvIng by Terrence J. Coan, eSentio Technologies and Ann M. Ostrander, Kirkland & Ellis LLP It's a radical turn to think of disposing of an archival system, but a firm that establishes a process for managing e-mail without keeping it indefinitely could defend itself from sanctions and other risks. 22 PLan bEfORE ThE PILE-uP bEgIns by David Kiefer, DocAuto, Inc. Careful planning and thought are needed in order to manage the vast amount of e-mail that enters into our lives. Discover ways to "user-proof" e-mail into an efficient process. 26 ThE TOTaL COsT Of E-MaIL ManagEMEnT by Mary Kay Roberto, Mimecast The true cost of e-mail includes how you plan to protect your company or firm's information. Cloud services could save money and resources, but they are not without their own risks. e-mail life cycle management sTaTEMEnT Of PuRPOsE ILTA is the premier peer networking organization, providing information to members to maximize the value of technology in support of the legal profession. abOuT ILTa Providing technology solutions to law firms and legal departments gets more complex every day. Connecting with your peers to exchange ideas with those who have "been there done that" has never been more valuable. For over three decades, the International Legal Technology Association has led the way in sharing knowledge and experience for those faced with challenges in their firms and legal departments. ILTA members come from firms of all sizes and all areas of practice, all sharing a common need to have access to the latest information about products and support services that impact the legal profession.