[Halld] JLab email - new policy on keeping older mails

[Eugene Chudakov]

Hi all,

If you have read the today's JLab Weekly you may have noticed that the date of removal is moved from May 1 to July 10. It gives us more time.

Jay Benesch has discussed the issue with Kim Edwards.
In his opinion Thunderbird as the mail client is well suited for downloading mails from the outlook cloud. I enclose a copy of his mail.

Regards,
Eugene
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Jay Benesch wrote:

Kim,

Good to learn that management has realized that the blowback would have been enormous if there was so little notice.

I suggest you provide an alternate to the tedious Sharepoint option.

1. Download Thunderbird https://www.thunderbird.net/en-US/
2. connect it to Outlook per procedure on https://cc.jlab.org/node/826
3. Download add-on https://addons.thunderbird.net/en-US/thunderbird/addon/importexporttools-ng/  I had to sideload it using the instructions at
    https://support.mozilla.org/en-US/kb/installing-addon-thunderbird#w_a-slightly-less-ideal-case-install-from-a-downloaded-xpi-file Depending on where one is WRT firewalls, one may be able to add it from Thunderbird directly.
4. create a local hard drive directory in which to store email
5. use one or all of the four options available with the add-on ImportExportTools NG, including "save all", save individual folders, save as text with attachments and save as html with attachments.

The search feature in Thunderbird is orders of magnitude better than that in Outlook so everyone should be using it as an interface to O365 in any event.

Jay
________________________________
From: Eugene Chudakov
Sent: Thursday, April 6, 2023 3:50 PM
To: Hall D <halld at jlab.org>
Subject: JLab email - new policy on keeping older mails

I am alerting those who are using JLab email that starting May 1 mails older than 7 years will be automatically deleted. Mails can be "archived" to stay for 15 years.

This new policy is mentioned in Jlab Weekly from Apr 5, look for "RECORDS AND INFORMATION CHANGES". It refers to another page
https://www.jlab.org/info_resources/records/new
 that outlines the policy and methods to keep older records. The methods suggested may work for those who have a few hundred mails in total and want to retain a few dozens. I am not sure how one can deal with several thousands mails.

More news on the subject may come.

Eugene

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