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Final Report Title: General Study 05 – Keeping and Preserving E-mail Status: )LQDO SXEOLF Version: Submission Date: 6HSWHPEHU Last Revised: 0D\ Release Date: -XQH Author: 7KH,QWHU3$5(63URMHFW7($0,WDO\ Writer(s): *LDQIUDQFR3RQWHYROSH &HQWUR1D]LRQDOHSHUO ,QIRUPDWLFDQHOOD3XEEOLFD $PPLQLVWUD]LRQH &1,3$ 6LOYLR6DO]D 'LSDUWLPHQWRGL,QIRUPDWLFDH6LVWHPLVWLFD 8QLYHUVLWjGHJOL6WXGLGL5RPD³/D6DSLHQ]D´ Project Component: 5HVHDUFK URL: KWWSZZZLQWHUSDUHVRUJLSGLVSOD\BILOHFIP"GRF LSBLWDO\BJVDBILQDOBUHSRUWSGI *HQHUDO6WXG\±.HHSLQJDQG3UHVHUYLQJ(PDLO Y *3RQWHYROSHDQG66DO]D Document Control Version history Version Date By Version notes 1.0 2008-09-23 G. Pontevolpe, Discussion draft prepared following identification S. Salza of general study at the first InterPARES 3 Project, International Summit, Rome, Italy, 1-3 October 2007. 2.0 2008-12-30 G. Pontevolpe, Draft version prepared following incorporation of S. Salza draft 1.0 feedback received during the third InterPARES 3 Project, International Summit, Mexico City, Mexico, 1-3 October 2008. 2.1 2009-01-03 R. Preston Minor content and copy editing to sections 1-4. 3.0 2009-02-18 R. Preston Major content editing to sections 5-7. 4.0 2009-05-29 G. Pontevolpe, Final public version prepared by the authors, with S. Salza major editing, and taking into account some of the comments and editing suggestions in v. 2.1 and 3.0. 4.1 2009-05-23 R. Preston Minor copy editing; addition of Lists of Figures and Tables. ,QWHU3$5(63URMHFW7($0,WDO\ L *HQHUDO6WXG\±.HHSLQJDQG3UHVHUYLQJ(PDLO Y *3RQWHYROSHDQG66DO]D Keeping and preserving e-mail *,$1)5$1&23217(92/3($1'6,/9,26$/=$Á [email protected] [email protected] This report was produced by CNIPA (Centro Nazionale per l’Informatica nella Pubblica Amministrazione), the Agency of the Italian Government for ICT infrastructures in the Italian Public Administration, in cooperation with the InterPARES 3 Project, and is part of an activity aimed at proposing guidelines for the management and preservation of e-mail messages as records in the Italian Public Administration. &1,3$&HQWUR1D]LRQDOHSHUO¶,QIRUPDWLFDQHOOD3XEEOLFD$PPLQLVWUD]LRQH5RPH,WDO\ www.cnipa.gov.it Á8QLYHUVLWjGHJOL6WXGLGL5RPD³/D6DSLHQ]D´'LSDUWLPHQWRGL,QIRUPDWLFDH6LVWHPLVWLFD5RPH ,WDO\http://www.dis.uniroma1.it/~salza/ ,QWHU3$5(63URMHFW7($0,WDO\ 3DJHRI *HQHUDO6WXG\±.HHSLQJDQG3UHVHUYLQJ(PDLO Y *3RQWHYROSHDQG66DO]D Table of Contents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³HPDLODUFKLYLQJ´ 6WDWHRIWKHDUWDQGWUHQGV $FNQRZOHGJHPHQWV $SSHQGL[$5HTXLUHPHQWVIRUV\VWHPVWRPDQDJHDQGSUHVHUYHHPDLOUHFRUGV ,QWHU3$5(63URMHFW7($0,WDO\ 3DJHRI *HQHUDO6WXG\±.HHSLQJDQG3UHVHUYLQJ(PDLO Y *3RQWHYROSHDQG66DO]D List of Figures )LJXUH%DVLFHPDLOLQIUDVWUXFWXUH ......................................................................................... 9 )LJXUH:HEPDLO )LJXUH&RUSRUDWHHPDLOZLWKLQWHJUDWHGV\VWHP )LJXUH6WUXFWXUHRIDVLQJOHSDUWPHVVDJH )LJXUH0XOWLSDUWPHVVDJHLQWH[WDQGKWPO List of Tables 7DEOH0RVWFRPPRQKHDGHUOLQHV 7DEOH0HVVDJHPHWDGDWD ,QWHU3$5(63URMHFW7($0,WDO\ 3DJHRI *HQHUDO6WXG\±.HHSLQJDQG3UHVHUYLQJ(PDLO Y *3RQWHYROSHDQG66DO]D Note to the reader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³HPDLO DUFKLYLQJ´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±.HHSLQJDQG3UHVHUYLQJ(PDLO Y *3RQWHYROSHDQG66DO]D It soon became obvious that the ARPANET was becoming a human-communication medium with very important advantages over normal U.S. mail and over telephone calls. 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