11
Managing Email at the Parliamentary Counsel Office (PCO):
a case study
Graeme Thompson, Graeme Thompson, PCO Records AdviserPCO Records Adviser
Archives New ZealandArchives New ZealandGovernment Recordkeeping ForumGovernment Recordkeeping Forum
7 March 20077 March 2007
22
Managing Email at the Parliamentary Counsel Office (PCO)
OVERVIEWOVERVIEW
■ Introduction to the PCO:Introduction to the PCO: PCO recordkeeping systemsPCO recordkeeping systems
Email / ECM interface Email / ECM interface
Interface with recordkeeping systemsInterface with recordkeeping systems
■ Email managementEmail management Current adviceCurrent advice
■ Future solutions? Future solutions?
■ SummarySummary
33
Managing Email at the Parliamentary Counsel Office (PCO)
INTRODUCTION TO THE PCOINTRODUCTION TO THE PCO
■ Statutory responsibilities: Statutory responsibilities: drafting Bills and regulations that implement Government drafting Bills and regulations that implement Government
policiespolicies
advising drafters of Local and Member’s Billsadvising drafters of Local and Member’s Bills
access by public to legislationaccess by public to legislation
44
Managing Email at the Parliamentary Counsel Office (PCO)
PCO RECORDKEEPING SYSTEMSPCO RECORDKEEPING SYSTEMS
55
Managing Email at the Parliamentary Counsel Office (PCO)
PCO RECORDKEEPING SYSTEMSPCO RECORDKEEPING SYSTEMS
■ Documentum v.5.3 - electronic content management system (ECM) Legislative Docbase
Administrative file structure developed 1997 by SWIM
■ Groupwise v.7 - electronic mail application
■ Physical files: Legislative drafting files
Administrative files
■ ‘‘Print and file’ mandatory for all documentsPrint and file’ mandatory for all documents
66
Managing Email at the Parliamentary Counsel Office (PCO)
PCO Recordkeeping Systems (2)PCO Recordkeeping Systems (2)
■ 1984 1984 – dumb terminal– dumb terminal electronic messaging and electronic messaging and
rudimentary word-processing system based rudimentary word-processing system based
at at Parliament Parliament
■ 1985 - 1985 - computerisation of draftingcomputerisation of drafting
■ 1994 - 1994 - electronic mailelectronic mail
■ 1995 - 1995 - first DMS, Softsolutionsfirst DMS, Softsolutions
■ 1999 1999 – Administrative Business Classification System– Administrative Business Classification System
■ 20022002 – Documentum installed as a DMS – Documentum installed as a DMS
77
Managing Email at the Parliamentary Counsel Office (PCO)
LEGISLATIVE DRAFTING FILES
■ Electronic records: drafting documents
file notes
email:email: agencies sponsoring legislationagencies sponsoring legislation
other drafters for advice/reviewother drafters for advice/review
Pre-publication unit for draft copies for ParliamentPre-publication unit for draft copies for Parliament
88
Managing Email at the Parliamentary Counsel Office (PCO)
Legislative Drafting Files (2)
■ Electronic legislative draft filing: Hierarchical based on primacy of document type
■ Will be replaced by Public Access to Legislation (PAL)
99
Managing Email at the Parliamentary Counsel Office (PCO)
Legislative Drafting Files (3)
■ Drafting docbase in Documentum:Drafting docbase in Documentum: arranged by document type, not by arranged by document type, not by
legislative drafting joblegislative drafting job
multiple-drafter file content multiple-drafter file content
scatteredscattered
does not mirror physical drafting does not mirror physical drafting
file structurefile structure
cannot be duplicated in Groupwise cannot be duplicated in Groupwise
as shared foldersas shared folders
1010
Managing Email at the Parliamentary Counsel Office
(PCO)
ADMINISTRATIVE FILES
■ Business Classification SchemeBusiness Classification Scheme High-level cabinets mostly High-level cabinets mostly
functional basedfunctional based
uncontrolled growthuncontrolled growth
1111
Managing Email at the Parliamentary Counsel Office
(PCO)
ADMINISTRATIVE FILES
■ Business Classification Scheme:Business Classification Scheme: Canadian block numericCanadian block numeric
mnemonic prefixesmnemonic prefixes
■ Electronic and paper systems Electronic and paper systems
mirror each othermirror each other
1212
Managing Email at the Parliamentary Counsel Office (PCO)
MANAGING EMAIL IN DOCUMENTUMMANAGING EMAIL IN DOCUMENTUM
1313
Managing Email at the Parliamentary Counsel Office (PCO)
MANAGING EMAIL IN DOCUMENTUMMANAGING EMAIL IN DOCUMENTUM
■ Two stage import process of email into Documentum:Two stage import process of email into Documentum: conversion retains metadata, but alters formatconversion retains metadata, but alters format
now converted into text document to ensure accessibility by now converted into text document to ensure accessibility by
any format.any format.
document-level access restriction to prevent alteration of document-level access restriction to prevent alteration of
email already savedemail already saved
■ Documentum does not have same search functions for Documentum does not have same search functions for
email as Groupwiseemail as Groupwise
1414
Managing Email at the Parliamentary Counsel Office (PCO)
INITIAL ADVICEINITIAL ADVICE
■ July 2004 – June 2005July 2004 – June 2005 ““The Public Records Bill is coming! The Public Records Bill The Public Records Bill is coming! The Public Records Bill
is coming!”is coming!”
Contact with groups, individuals.Contact with groups, individuals.
■ July 2005:July 2005: Public Records Act 2005Public Records Act 2005
1515
Managing Email at the Parliamentary Counsel Office (PCO)
CURRENT EMAIL ADVICECURRENT EMAIL ADVICE
1616
Managing Email at the Parliamentary Counsel Office (PCO)
CURRENT EMAIL ADVICECURRENT EMAIL ADVICE
■ Developed when Records team had fewer resourcesDeveloped when Records team had fewer resources
organisational, not recordkeeping, prioritiesorganisational, not recordkeeping, priorities
partial solutions and quick-fixes handed to end-userpartial solutions and quick-fixes handed to end-user
1717
Managing Email at the Parliamentary Counsel Office (PCO)
Current Email Advice (2)Current Email Advice (2)
■ Do not print, file, and delete significant emailsDo not print, file, and delete significant emails
■ You may delete non-significant records when no longer You may delete non-significant records when no longer
neededneeded
■ Use Groupwise to store email:Use Groupwise to store email: has search functionality that Documentum does nothas search functionality that Documentum does not
joint access folders possible for business unitsjoint access folders possible for business units
email is in place for bulk transfer lateremail is in place for bulk transfer later
1818
Managing Email at the Parliamentary Counsel Office (PCO)
Current Email Advice (3)
■ Use Use In boxIn box and and Sent boxSent box as To-do lists: as To-do lists: add “finished” email to appropriate subfolder add “finished” email to appropriate subfolder
■ Email strings:Email strings: add last email in “string” to appropriate subfolder and delete add last email in “string” to appropriate subfolder and delete
any previous email with duplicate contentany previous email with duplicate content
■ Print and file email into physical filePrint and file email into physical file Delete non-significant email when no longer administratively Delete non-significant email when no longer administratively
requiredrequired
1919
Managing Email at the Parliamentary Counsel Office (PCO)
LEGISLATIVE DRAFTING EMAIL MANAGEMENT
■ Drafters create folders in Groupwise Cabinet, labelled: Current Draft LegislationCurrent Draft Legislation
Completed LegislationCompleted Legislation
■ Subfolders then created in Completed Legislation folder, labelled: Enacted BillsEnacted Bills
Made RegulationsMade Regulations
Not Proceeded WithNot Proceeded With
2020
Managing Email at the Parliamentary Counsel Office (PCO)
Legislative Drafting Email Management (2)(2)
■ PersonalPersonal folder: folder: Current Draft LegislationCurrent Draft Legislation::
PCO 1234 – The Email Re-organisation Bill 2007PCO 1234 – The Email Re-organisation Bill 2007
PCO 1235 – Email Re-organisation Regulation 2007PCO 1235 – Email Re-organisation Regulation 2007
PCO 1236 – Sub-Folder Hierarchy Bill 2007PCO 1236 – Sub-Folder Hierarchy Bill 2007
Completed LegislationCompleted Legislation:: Enacted BillsEnacted Bills
Made RegulationsMade Regulations
Not Proceeded WithNot Proceeded With
2121
Managing Email at the Parliamentary Counsel Office (PCO)
Legislative Drafting Email Management (4)(4)
■ Current Draft Legislation:Current Draft Legislation: PCO 1237 – Email Re-organisation Amendment Bill 2007PCO 1237 – Email Re-organisation Amendment Bill 2007
■ Completed Legislation:Completed Legislation: Enacted Bills:Enacted Bills:
PCO 1234 – The Email Re-organisation Bill 2007PCO 1234 – The Email Re-organisation Bill 2007
Made RegulationsMade Regulations PCO 1235 – Email Re-organisation Regulation 2007PCO 1235 – Email Re-organisation Regulation 2007
Not Proceeded WithNot Proceeded With PCO 1236 – Sub-Folder Hierarchy Bill 2007PCO 1236 – Sub-Folder Hierarchy Bill 2007
2222
Managing Email at the Parliamentary Counsel Office (PCO)
ADMINISTRATIVE EMAIL MANAGEMENT
■ Create Create DocumentumDocumentum folder in Groupwise folder in Groupwise CabinetCabinet
■ Replicate administrative files Replicate administrative files that you usethat you use based based
■ Use Use In-boxIn-box and and Sent-boxSent-box as To-do lists as To-do lists place last email from string into appropriate sub-folderplace last email from string into appropriate sub-folder
delete non-significant email when no longer administratively delete non-significant email when no longer administratively
requiredrequired
2323
Managing Email at the Parliamentary Counsel Office (PCO)
Administrative Email Management (2)
■ File sub-series in titles to aid File sub-series in titles to aid
accessaccess
■ folder access shared with folder access shared with
PCO Records AdministratorPCO Records Administrator
■ automated notification of new automated notification of new
email.email.
2424
Managing Email at the Parliamentary Counsel Office (PCO)
PROBLEMSPROBLEMS
■ Lack of control over naming of folders and sub-foldersLack of control over naming of folders and sub-folders
■ Bulk transfer of email into Documentum:Bulk transfer of email into Documentum: untried and only semi-automateduntried and only semi-automated
■ If the drafter is amending legislation drafted by others, it is If the drafter is amending legislation drafted by others, it is
easier to review email in the physical file than look for it in easier to review email in the physical file than look for it in
DocumentumDocumentum
2525
Managing Email at the Parliamentary Counsel Office (PCO)
Problems (2)Problems (2)
■ Joint Access to Groupwise folders:Joint Access to Groupwise folders: possiblepossible for PCO-wide joint access to folders for PCO-wide joint access to folders, but:, but:
legislative drafting emails have confidentiality issueslegislative drafting emails have confidentiality issues
all who share folder get a notification for every email postedall who share folder get a notification for every email posted
2626
Managing Email at the Parliamentary Counsel Office (PCO)
FUTURE PCO EMAIL SYSTEMFUTURE PCO EMAIL SYSTEM
REQUIREMENTSREQUIREMENTS
2727
Managing Email at the Parliamentary Counsel Office (PCO)
FUTURE EMAIL MANAGEMENT REQUIREMENTSFUTURE EMAIL MANAGEMENT REQUIREMENTS
■ User-friendly interface:User-friendly interface: click and drag transfer into Documentum filesclick and drag transfer into Documentum files
automated duplication deletion:automated duplication deletion:
single instance storage can reduce overall storage up to single instance storage can reduce overall storage up to
80%80%
■ Documentum interface:Documentum interface: ‘‘plug and play’plug and play’
■ Reliability – no more print and fileReliability – no more print and file
2828
Managing Email at the Parliamentary Counsel Office (PCO)
Future Email Management Requirements (2)Future Email Management Requirements (2)
■ Compliance with:Compliance with: Public Records Act 2005Public Records Act 2005
Electronic Recordkeeping Systems StandardElectronic Recordkeeping Systems Standard
best practice recordkeeping principlesbest practice recordkeeping principles
■ Record integrity:Record integrity: Automated restrictions to prevent alterationAutomated restrictions to prevent alteration
preference for preservation of email format preference for preservation of email format
2929
Managing Email at the Parliamentary Counsel Office (PCO)
EMAIL MANAGEMENT EMAIL MANAGEMENT
SOLUTIONS?SOLUTIONS?
3030
Managing Email at the Parliamentary Counsel Office (PCO)
““EMAIL ARCHIVING” TOOLEMAIL ARCHIVING” TOOL
■ Options:Options: build or buy something like Datamail email archiving toolbuild or buy something like Datamail email archiving tool
automated capture based on email title and contentautomated capture based on email title and content
email application search functionality email application search functionality
3131
Managing Email at the Parliamentary Counsel Office (PCO)
PROBLEMSPROBLEMS
■ Indiscriminate records capture:Indiscriminate records capture: false search results/too many search resultsfalse search results/too many search results
no match to physical files, in PCO environment, is crucialno match to physical files, in PCO environment, is crucial
different contexts may use same terminologydifferent contexts may use same terminology
■ Is a storage system, NOT a records management systemIs a storage system, NOT a records management system
3232
Managing Email at the Parliamentary Counsel Office (PCO)
ELECTRONIC DOCUMENT RECORDS ELECTRONIC DOCUMENT RECORDS
MANAGEMENT SYSTEM (EDRMS)MANAGEMENT SYSTEM (EDRMS)
■ User-friendly interface:User-friendly interface: document creator determines document significancedocument creator determines document significance
click and drag transfer of emailclick and drag transfer of email
icons to differentiate between document typesicons to differentiate between document types
3333
Managing Email at the Parliamentary Counsel Office (PCO)
EDRMS (2)EDRMS (2)
■ Integrity of recordIntegrity of record accessible to all users across an officeaccessible to all users across an office
access restrictions to individual folders or files can protect access restrictions to individual folders or files can protect
confidentialityconfidentiality
registered emails can be copied but not alteredregistered emails can be copied but not altered
attachments stay linked to parent emailsattachments stay linked to parent emails
3434
Managing Email at the Parliamentary Counsel Office (PCO)
EDRMS (3)EDRMS (3)
■ Recordkeeping functionality:Recordkeeping functionality:
compliance with ERKSScompliance with ERKSS
automated retention and disposalautomated retention and disposal
integration with current systemsintegration with current systems
integration of physical and electronic filesintegration of physical and electronic files
3535
Managing Email at the Parliamentary Counsel Office (PCO)
EDRMS (4)EDRMS (4)
■ Access:Access: automated assignment of access restrictions to email at:automated assignment of access restrictions to email at:
folder level folder level
document level document level
end-user levelend-user level
editable document titles in EDRMS aid end-user searcheseditable document titles in EDRMS aid end-user searches
3636
Managing Email at the Parliamentary Counsel Office (PCO)
SUMMARYSUMMARY
■ The PCO has to integrate all its recordkeeping systems:The PCO has to integrate all its recordkeeping systems: access to all email by all staffaccess to all email by all staff
integration of physical and electronic filesintegration of physical and electronic files
save staff time and resourcessave staff time and resources
improve office efficiencyimprove office efficiency
best-practice recordkeeping best-practice recordkeeping
compliance with legislation and standardscompliance with legislation and standards
3737
Managing Email at the Parliamentary Counsel Office (PCO)
Summary (2)Summary (2)
■ Create end user awareness of issueCreate end user awareness of issue
■ Even mistakes are better than doing nothingEven mistakes are better than doing nothing
■ Justify the extra resourcesJustify the extra resources
3838
Managing Email at the Parliamentary Counsel Office (PCO)
Summary (3)Summary (3)
3939
Managing Email at the Parliamentary Counsel Office (PCO)
Summary (3)Summary (3)
Stop flirting with email solutions!Stop flirting with email solutions!
Take the plunge!Take the plunge!
Go out on that first date!Go out on that first date!
Take wine!Take wine!