Electronic Mail Capture and Preservation tool EMCAP

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• Electronic Mail Capture and Preservation tool -
  EMCAP
• North Carolina, Kentucky, and Pennsylvania grant
  initiative

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Grant Web Sitehttp//www.ncpress.com/ebackground
site/ backgroundemailindex.html
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Email Technical and Record Scheduling Environment

• ParticipantsNC, PA, KY
• Diverse systemscentralized versus decentralized
• All have retention schedules and training
• Management of e-mail studied and much debated

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Transfer Current State of Affairs

• Manual Collections of Email
• Sneakernet, CD-ROM
• Labor Intensive
• No way to stop duplicates, have to run hashing
  algorithms to determine exact copies
• Duplicate messages
• Not receiving email from offices
• Different file formats
• KY PAMS Outlook pst files

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Proposed Methodology

• Build a tool to allow people to archive their
  mail on a systematic basis.
• Minimize IT support
• Be able to support multiple file formats

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EMCAP Tool

• Open Source
• Client is configured to have Archives Folder that
  is mapped to our server.
• User can replicate file folder structure
• Mimics current behaviors of drag and drop
• Drops email into our collection server
• Internet message parser makes an XML copy

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EMCAP User Client View
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E-mail moved to hMailServer
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Administrative Console

• Allows for creation of account
• Administrator can change password
• Has fields to add free text

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Administrative Console Display with two test
accounts
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Account Properties Page

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Help Page for Account Management

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Batch Creation of Accounts
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Tool will suggest passwords to use

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Parser

• XML schema represents all email in an account
• Parses the header information in email
• Text attachments converted to Unicode
• Leaves tag in schema to point to the attachment
• Retain all original bit streams
• When we save external file, create a message
  digestunique identifier

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Example of the XML copy created by the Parser

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Next Steps

• Development of additional .pst file import
  capability
• Finish training documents
• Roll out of tool to state partners