The Digital Preservation Coalition (DPC) published a new report written by Christopher Prom titled Preserving Email which provides a comprehensive advanced introduction to the topic for anyone who has to manage a large email archive in the long term.
Category Archives: Archiving Email
In 2009 the National Archives of Australia released their newest version of their Xena digital preservation software. As stated on their website, “Xena aids in the long term preservation of digital records. Xena is an acronym meaning Xml Electronic Normalising for Archives.” It detects the file formats of digital objects and converts digital objects into open formats for preservation. It has been used in the preservation of a range of electronic formats, such as websites and email.
General site: http://xena.sourceforge.net/index.php
Tool for converting email Outlook PST files to XML: http://xena.sourceforge.net/help.php?page=setemail.html
According to the Mimecast website, it “provides email management as a single service in the cloud that helps you slash on-premise email storage requirements, ensure complete email availability, email security and email compliance, while providing services to help you get more from your email.” The website also states that they provide email archiving through “bottomless’ mailboxes, Outlook integration, real-time searches, complete security and audit trails for full email compliance.”
Check out Chris Prom’s post on his Practical E-Records blog where he discusses a presentation given by Steve Bailey from JISC Infonet at the DPC Preserving Email Seminar in London, on July 29th. Bailey argued that the records management approach to email has shown little regard for users and the survival of a useful email record unlikely and he proposed an alternate way forward using new technologies such as “email archiving” software alongside a lightweight policy structure based on user needs and requirements. Prom summarizes Bailey’s thoughts and applies them to his email preservation guidance report.
On Chris Prom’s Practical E-Records blog there is an interesting case study by Susan Thomas titled “Receiving and Managing Email Archives at the Bodleian Library.”
The Digital Preservation Coalition has made available the presentations from their recent briefing day on email preservation:
Check out Chris Prom’s helpful bibliography of resources relating to email preservation on his Practical E-Records blog.
Check out Chris Prom’s post on his Practical E-Records blog where he discusses the need for archivists to make the case to the public for why email should be preserved for its permanent research value.
Dr. Thomas Jackson and Sara Tedmori at Loughborough University, UK have published a paper titled “Capturing and Managing Electronic Knowledge: The Development of the Email Knowledge Extraction (EKE) System” which discusses email archiving. It focuses on the application they created that should increase the rate of knowledge sharing between employees by taking advantage of all the information that reside in emails for the benefit of the company as a whole.