What Is A Controlled Document?

K

Kelly DiMare

#11
Not a dumb question, helpful in itself. Maybe we should look at these things to see if they need to be incorporated more "officially."

We are a software company, delivering our product via the internet. Much of our email communication includes filenames, user names, passwords, that sort of thing. It's possible to receive a note containing a filename one day, and then have an update to that filename sent later.

Since those things lend themselves so easily to email, we have been reluctant to propose creating a separate form or other means to document. But perhaps we should re-evaluate...
 
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SteelMaiden

Super Moderator
Super Moderator
#12
Kelly,

Thanks for your reply. We sometimes get so focused on our own industry standard practices that it is hard to relate to what is going on in other places. I shouldn't let my mind wander...it's too little to be let out alone.
 

Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#13
Virtually all companies back up their servers including mail servers. Before getting excited about printing something out, look closely at what you're doing. I save all e-mail to my hard drive and do incremental backups. E-mail I delete on my local hard drive is retained in backup files. If your e-mail is IMAP check with your sys admin as to what happens to mail you delete. If I used IMAP I'd just copy important e-mail to my hard drive and archive it there. Actually I do this anyway. When a client sends me an e-mail I save it as text (including headers) to the client's folder (directory) on my hard drive. In a large company you can establish a policy where anyone receiving an e-mail from a client or customer, supplier, whatever, save a copy in text format in a directory. Have a directory (protected - like write but no delete or change) for each client, customer, whatever. Sales may have a directory titled Prospects, for example. That way no one is 'hoarding' e-mail which others should be aware of and have access to. Think of these protected directories are part of the customer (or supplier or sales or whatever) history.
 
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