I saw this article on GCN, http://gcn.com/Articles/2010/01/19/Web-White-House-Email-system-details.aspx?s=gcndaily_200110&Page=1. While EmailXtender is probably not classified as an Records Managment Application, it appears to have RM capabilities. EMC makes Documentum, which is DoD 5015.02 certified. I was somewhat curious when they mentioned that the system is stored off-site, which made me wonder if this was an actual stand-alone storage system or a cloud service. Upon further investigation, I find the product has been renamed to SourceOne, which is a suite of products including ediscovery and email management. It is apparently an application that runs on a separate server outside the messaging server. The software does tag the messages and has the capability of doing full-text indexing. I was also intrigued by the statement “Can segregate e-mails by component to differentiate between records that are covered by the Presidential Records Act and those that are covered by the Federal Records Act.” There are other email archiving solutions out there, but archiving and storage is not synonymous with RM. Are some of those solutions cloud services? How stringent will we need to be on a DoD email policy to ensure all the RM requirements are met?
There are those on the Joint Staff that would say we really need to focus more on content management versus the form the information comes in. I’m inclined to agree with them. At what point can we move from thinking in terms of records and shift to data/content? I think the Intelligence community is already there. NARA seems to at least be aware of the difference. The DoD RM community is just beginning to talk about the records implications of working in Sharepoint. That starts to move into the realm of knowledge management. This stuff is all related. A DoD RM program directive is almost ready for release. Unfortunately, at this point, the guidance is really more than a day late and definitely more than a dollar short relative to content or knowledge management. Where do we go from here?