Dear TRIM users,
This is an important message that outlines upcoming changes to your email software and the way your email interacts with the TRIM system. Please read this message carefully. Thank you.
With the Email project rolling out the new email client (Outlook 2003 with Microsoft Exchange 2007) to all QUT staff members, a new component called Enterprise Vault (EV) will be used for long term storage of emails. Any email older than 45 days will be placed into Enterprise Vault with a shortcut to the original message maintained in Outlook. While comprehensive documentation and training on how to use Outlook/Exchange/EV will be provided by the Email project team, implications to TRIM users are outlined below.
As a TRIM user, you are already using Outlook 2003, but you may or may not be using Microsoft Exchange 2007 which runs in the background. The Email project team and your local Computer Systems Officer (CSO) will coordinate the email migration with you later in the year.
Prior to the email migration, Records Management Services (RMS) recommends that you be up to date with cataloguing emails into TRIM as much as possible, this will help to reduce extra work for you later on.
After the migration to the new email system:
1. Emails will be put into Enterprise Vault progressively in the background (without affecting your access to emails), and you'll notice special status icons
next to the emails progressively. This process may take any where from a few minutes to days, depending on the number of emails you have in your mailboxes. Full explanations of the different status icons will be provided in training by the Email Project team.
2. Impact for Trimming Email messages:
i) If an email has been put into Enterprise Vault prior to cataloguing the email to TRIM you must restore the email from Enterprise Vault to Outlook. If the email is not restored the full content of the email will not be saved into TRIM. Further instruction on how to restore emails from Enterprise Vault will be provided closer to the roll out.
ii) If an email has not been put into Enterprise Vault (ie. email status icon =
), you can catalogue that email to TRIM as per normal.
In summary: once your email is migrated to Exchange 2007, it is important to check the email icon first before sending any email to TRIM.
For more information on the Email project, please visit http://www.its.qut.edu.au/projects/staffemail/
If you have difficult in cataloguing email to TRIM after the Email migration, please contact us trimhelp@qut.edu.au