Modul 7Preservasi Surat Elektronik

Modul 7Preservasi Surat Elektronik

Mata Kuliah Preservasi Informasi Digital

Electronic Mail (E-Mail)

Email is a system that enables users to compose, transmit, receive and manage text and graphic electronic messages and images across networks and through gateways connecting other local area networks.

Includes: attachment (calendars, directories, distribution lists, word processing documents, spreadsheets, and other electronic document)

Email may create a record of the information that is being transmitted

Electronic messages is composed of three parts: Content Transmission data (identity, addressee, date, time) Receipt data (date and time)

Preserving email not only the content, but also the transmission and receipt data complete record

Example of Transmission and Receipt Data

Received: from imsa.smtp1.telkom.co.id ([10.1.12.2]) by smtpin01.telkom.co.id (Lotus Domino Release 6.5.4) with ESMTP id 2009110305123339-2296427 ; Tue, 3 Nov 2009 05:12:33 +0700 Received: from imsa.smtp1.telkom.co.id (unknown [127.0.0.1]) by IMSA (Postfix) with ESMTP id 6028420EFC0; Tue, 3 Nov 2009 05:12:33 +0700 (WIT) Received: from out-mta1.plasa.com (unknown [10.11.15.37]) by imsa.smtp1.telkom.co.id (Postfix) with ESMTP id 2B16120EFB2; Tue, 3 Nov 2009 05:12:33 +0700 (WIT) Received: from HELO in-mta4.telkom.co.id by out-mta1.plasa.com 76 with esmtps (TLSv1:AES256-SHA:256) id 1N558r-0002LK-5S; Tue, 03 Nov 2009 05:12:49 +0700 Received: from [93.183.12.31] (helo=demumfd002.nsn-inter.net) by in-mta4.telkom.co.id with esmtps (TLSv1:AES256-SHA:256) id 1N55C1-0000zG-0b; Tue, 03 Nov 2009 05:16:10 +0700 Received: from demuprx016.emea.nsn-intra.net ([10.150.129.55]) by demumfd002.nsn-inter.net (8.12.11.20060308/8.12.11) with ESMTP id nA2MCGCO013946 (version=TLSv1/SSLv3 cipher=DHE-RSA-AES256-SHA bits=256 verify=FAIL); Mon, 2 Nov 2009 23:12:17 +0100 Received: from demuexc022.nsn-intra.net (demuexc022.nsn-intra.net [10.150.128.35]) by demuprx016.emea.nsn-intra.net (8.12.11.20060308/8.12.11) with ESMTP id nA2MCG4i028511; Mon, 2 Nov 2009 23:12:16 +0100 Received: from SGSIEXC017.nsn-intra.net ([10.159.224.99]) by demuexc022.nsn-intra.net with Microsoft SMTPSVC(6.0.3790.3959); Mon, 2 Nov 2009 23:12:14 +0100 X-MimeOLE: Produced By Microsoft Exchange V6.5 MIME-Version: 1.0 Subject: COnfiguration SBY MALANG Date: Tue, 3 Nov 2009 06:11:57 +0800 Message-ID: <7AF2FD27191CFC478DBE9B28C2A9A372909222@SGSIEXC017.nsn-intra.net> X-MS-Has-Attach: X-MS-TNEF-Correlator: Thread-Topic: COnfiguration SBY MALANG Thread-Index: AcpcCX43+vTZxC/QR2GmRuQ8qkvQRA== From: "Widiastuti, Ines (NSN - ID/Jakarta)" <ines.widiastuti@nsn.com> To: "ext konang" <konang@telkom.co.id> Cc: "David Gunawan" <david@telkom.co.id>, <bsoekanto@telkom.co.id>, "F.X Ari Wibowo" <ari_wibowo@telkom.co.id>, <eha@telkom.co.id>, "Sjamsurjana" <syam@telkom.co.id>, "Heru Wijaya" <wijaya@telkom.co.id>, "Hidayat, Indera (NSN - ID/Jakarta)" <indera.hidayat@nsn.com>, "Widiastuti, Ines (NSN - ID/Jakarta)" <ines.widiastuti@nsn.com>, <paulus.pangalin@nsn.com>, "Beny Triantono" <beny_t@telkom.co.id>, "Randi" <randi@telkom.co.id>, "Eko Rudi Wihartono" <ekorudi@telkom.co.id>, "Poernawan, Haries (NSN - ID/Jakarta)" <haries.poernawan@nsn.com>, <pangalinan.paulus@yahoo.com>, "ext paulus pangalinan" <ide07174@gmail.com> X-OriginalArrivalTime: 02 Nov 2009 22:12:14.0291 (UTC) FILETIME=[8831DA30:01CA5C09] X-TM-AS-Product-Ver: IMSS-7.0.0.3091-5.6.0.1016-16986.000 X-TM-AS-Result: No--11.162-5.0-31-1 X-imss-scan-details: No--11.162-5.0-31-1 X-MIMETrack: Itemize by SMTP Server on smtpbd01/srv/divsisfo/Telkom(Release 6.5.4|March 27, 2005) at 11/03/2009 05:12:33, Serialize by POP3 Server on Bdgm01/srv/Telkom(Release 6.5.4|March 27, 2005) at 11/03/2009 07:25:29 Content-class: urn:content-classes:message Content-Type: multipart/mixed; boundary="----_=_NextPart_001_01CA5C09.85C691E3"

Basic Principles of Preserving Email

Electronic mail messages need to be handled as records

Electronic mail, in and of itself, is not a single record series

There is no single retention period for all electronic mail messages

The use of electronic mail is more important than the medium

The end user manages electronic mail

System Selection and implementation

Documentation must be available for the system in use and for the care and preservation of electronic records produced in organizations

Documentation files are needed to: Identify system hardware and software Formalize file naming conventions, back up, and

security procedures Identity the sources and use of information, as well as

their confidential and non confidential status; Outline quality control procedures and storage

requirements Formalize employee training procedures Verify employee attendance at training sessions

Administrative Considerations

For convenient retrieval, email needs to be filed systematically following standardized filling rules

E-mail files need to be indexed in an organized and consistent patterns

E-mail that needs to be preserved must be moved into a recordkeeping system, which preserve context and structure as well as content

E-mail recordkeeping system must be able to separate messages into three categories (transitory messages, record with a less than permanent retention period, and records with a permanent retention period)

IS managers routinely back up servers and the back-up media area recycled on a timetable

E-mail records that must be maintained in electronic format should be downloaded to some other magnetic or optical storage medium.

Analog copy (paper or microfilm) should be created if a organization doesn’t have the technical capability to maintain email records

All e-mail must be disposed of in a manner that ensures protection of any sensitive, proprietary, or confidential information