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How can you preserve email correspondence for archival research?

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Email correspondence can be a valuable source of information for archival research, but it also poses some challenges for preservation and access. How can you ensure that your email messages are properly saved, organized, and documented for future use? In this article, we will explore some best practices and tools for email preservation, from selecting a suitable format and software to creating metadata and finding aids.

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Dr. Thangavel Murugan

Faculty @ Dept. of ISS, CIT at UAEU | Faculty Fellow @ CETL UAEU | IEEE Senior Member | Teacher, Mentor, Facilitator &…
Chidi T.

Adaptable Full Stack Developer & IT Specialist??Bridging Front-End & Back-End??Crafting Web UI/UX…

1 Choose a preservation format

The first step to preserve email correspondence is to choose a format that is suitable for long-term storage and access. Ideally, the format should be open, standardized, and widely supported by different platforms and applications. Some of the recommended formats for email preservation are MBOX, EML, and PDF/A. MBOX is a single file that contains multiple email messages, while EML is a single file for each message. PDF/A is a version of PDF that is optimized for archiving and has embedded metadata and fonts. You can use various tools to convert your email messages to these formats, such as Thunderbird, Outlook, MailStore, or Adobe Acrobat.

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Dr. Thangavel Murugan

Faculty @ Dept. of ISS, CIT at UAEU | Faculty Fellow @ CETL UAEU | IEEE Senior Member | Teacher, Mentor, Facilitator & Researcher
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Preserving email correspondence for archival research involves steps to ensure their long-term access and integrity. Here are some recommendations: 1. Backing up emails 2. Organizing and tagging 3. Metadata preservation 4. Compliance with legal and ethical considerations 5. Long-term storage formats 6. Data security 7. Documentation and metadata creation 8. Collaboration with archivists and IT professionals

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Chidi T.

Adaptable Full Stack Developer & IT Specialist??Bridging Front-End & Back-End??Crafting Web UI/UX Excellence??Result-driven Security & Performance Expert??Sale & Marketing Guru??Flutter Developer??Industry 5.0 Ambassador
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Export emails from your email account into individual files that can be organized by date, sender/recipient, or other categories. Saving emails as .msg or .eml files will retain all metadata and attachments.

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Husnain Rasheed

Write Content That Ranks Faster || Content Strategist and Landing Pages Content Writer || Web Copy Writer and Content Writer
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1. Define scope. 2. Use email archiving software. 3. Preserve metadata. 4. Backup regularly. 5. Comply with legal requirements. 6. Implement access controls. 7. Maintain documentation. 8. Review and update regularly. 9. Consider professional guidance. 10. Follow legal and ethical guidelines.

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2 Use a preservation software

The next step to preserve email correspondence is to use a software that can help you manage, backup, and protect your email files. A preservation software can also provide features such as encryption, compression, deduplication, checksums, and virus scanning. Some of the preservation software options are Archivematica, DSpace, Preservica, or LOCKSS. These software can also integrate with other systems, such as cloud storage, digital repositories, or catalogues, to facilitate access and discovery of your email files.

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3 Create metadata and documentation

The third step to preserve email correspondence is to create metadata and documentation that can describe and contextualize your email files. Metadata can include information such as the date, sender, recipient, subject, and attachment of each email message, as well as the provenance, scope, and rights of the email collection. Documentation can include information such as the selection criteria, arrangement, preservation process, and access conditions of the email collection. You can use various standards and tools to create metadata and documentation, such as Dublin Core, PREMIS, EAD, or METS.

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Chidi T.

Adaptable Full Stack Developer & IT Specialist??Bridging Front-End & Back-End??Crafting Web UI/UX Excellence??Result-driven Security & Performance Expert??Sale & Marketing Guru??Flutter Developer??Industry 5.0 Ambassador
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You can also: - Print important email conversations to paper or PDF to create physical copies. Make sure any attachments are also printed. Store these printouts properly for long-term preservation. - Use optical disc archiving services to transfer emails to specialized discs like Blu-Ray for safe storage. The discs can preserve hundreds of gigabytes of data for decades. Proper storage conditions are still required.

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4 Create a finding aid

The fourth step to preserve email correspondence is to create a finding aid that can help researchers find and use your email files. A finding aid is a document that provides an overview and a detailed description of the email collection, as well as information on how to access and cite it. A finding aid can also include indexes, keywords, summaries, or samples of the email content. You can use various formats and tools to create a finding aid, such as HTML, XML, PDF, or ArchivesSpace.

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5 Manage access and privacy

The fifth step to preserve email correspondence is to manage access and privacy issues that may arise from the email content. Email correspondence may contain sensitive or confidential information, such as personal data, intellectual property, or legal matters, that may require restrictions or redactions. You should consult the relevant policies, laws, and ethics guidelines to determine the appropriate level of access and privacy for your email files. You should also inform the email senders and recipients of your intention to preserve and share their email messages, and obtain their consent if possible.

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6 Update and monitor

The final step to preserve email correspondence is to update and monitor your email files regularly. You should check for any changes in the format, software, metadata, documentation, or finding aid standards, and apply them to your email files accordingly. You should also monitor the integrity, usability, and accessibility of your email files, and fix any errors or issues that may occur. You should also review the access and privacy conditions of your email files, and adjust them as needed.

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Chidi T.

Adaptable Full Stack Developer & IT Specialist??Bridging Front-End & Back-End??Crafting Web UI/UX Excellence??Result-driven Security & Performance Expert??Sale & Marketing Guru??Flutter Developer??Industry 5.0 Ambassador
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It is also recommended to: - Upload emails to trusted digital archives and cloud storage services. Choose established archives like university libraries or government repositories when possible for most reliability. Adjust privacy settings appropriately. - Organize saved email files in a logical folder structure on hard drives or servers. Back up to multiple drives in multiple locations, including at least one off-site location, to prevent data loss.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Chidi T.

Adaptable Full Stack Developer & IT Specialist??Bridging Front-End & Back-End??Crafting Web UI/UX Excellence??Result-driven Security & Performance Expert??Sale & Marketing Guru??Flutter Developer??Industry 5.0 Ambassador
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- Document important context about the emails through a catalog, index, or readme file. Include metadata like sender, recipient, date, and summary of content. - Use appropriate file formats for long-term preservation, like PDF/A for email attachments. Avoid proprietary or encryption formats. Migrate file formats as needed over time. - Clearly establish intellectual property, privacy protections, and access levels for archived email based on the nature of the content and original handling agreements. Get all necessary permissions.

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How can you preserve email correspondence for archival research?

1

2

3

4

5

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1 Choose a preservation format

2 Use a preservation software

3 Create metadata and documentation

4 Create a finding aid

5 Manage access and privacy

6 Update and monitor

7 Here’s what else to consider

Library Services

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How can you preserve email correspondence for archival research?

1

2

3

4

5

6

7

1 Choose a preservation format

2 Use a preservation software

3 Create metadata and documentation

4 Create a finding aid

5 Manage access and privacy

6 Update and monitor

7 Here’s what else to consider

Library Services

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