EMCAP User Guide for Novell GroupWise
Email Collection and Preservation Tool Pilot
Thank you for your participation in the pilot project for the e-mail archiving EMCAP (E-mail Collection and Preservation) tool. This tool can be used within GroupWise to collect messages that the user has organized and designated to be archived based on the messages' content, using his or her agency's records retention and disposition schedule to identify what messages should be permanently retained. The EMCAP archival folder appears as an addition to the GroupWise cabinet and inbox that can for the most part be treated just like another folder in which to store messages.
This tutorial consists of two parts. Part one explains how to make administrative changes for the tool. Part two provides steps for moving e-mails within GroupWise. Since this is a pilot project, some aspects may be a bit different than if EMCAP is implemented as a permanent e-mail archiving tool. These disparities are identified throughout this tutorial.
Information about the grant project through which the e-mail archiving tool was developed can be found here.
The EMCAP server stores all e-mail designated as archival; this means any messages of permanent value should be archived using EMCAP. Your agency's IT staff will configure the EMCAP account on each user's computer. Since the tool works like an e-mail account, each participating agency will have a domain name assigned to it to use the tool. A typical user account will look something like this:
Office of the Secretary of State: your.name@sos.emcap.ncdcr.gov or
State Emergency Response Team: your.name@sert.emcap.ncdcr.gov
When your EMCAP account is created, you will receive an e-mail with information including your EMCAP e-mail address, a link to this and other training material, and a link to follow to create a password. You must create a password within 48 hours of receiving the e-mail in order to activate your EMCAP account.
The welcome screen will instruct you to enter a new password and then confirm that password by typing it again. Select Update Password to complete the change. This password, once created, must then be entered in GroupWise to log in to the EMCAP account. The steps to do so are next.
Your agency's IT department will set up the EMCAP tool in your GroupWise client so that it looks like any other folder. This means that archiving your e-mail is similar to moving messages to a cabinet folder. However, because this is a pilot, users should always keep a copy of any moved message off of the EMCAP server, either in the GroupWise e-mail account, or on the desktop or network. Due to the inability to copy messages to EMCAP in GroupWise, this requires an extra step in the archiving process. This will be further explained in part two of this user guide.
To complete the set-up, you must now enter the password that you just created for your EMCAP account in GroupWise.
To keep your EMCAP archive messages organized, create folders based on the folders in your regular e-mail account in order to keep related messages together, taking into consideration your retention and disposition schedule. There are two ways to create a new folder.
Right-click on Archival Mail, your EMCAP account, in GroupWise. OR Select Edit from the toolbar; from the drop-down menu select Folders.
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From either of these options select New Folder. A new window will open. Select the location for the new folder; make sure it will be nested correctly by selecting Archival Mail. Click OK.
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Another window will open. Select Personal folder for the kind of folder to create. Leave everything else as it is and select Next. Another window will appear with additional settings. Do not change anything and select Next. |
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In the next window, enter the name of the folder. In this example the folder name is budget. You will see the new folder appear under Archival Mail in the Position section of the window. Select Next. |
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The folder will now appear within your Archival Mail account. If the folder is not placed in the EMCAP Archival Mail account as shown, mail in that folder will not be archived by EMCAP. |
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Once you create your password, you can then access the EMCAP Account Status page where you can manage your account. The site is: https://ncarchives.dcr.state.nc.us/emcap.
To log in, you must provide your archival e-mail address or your regular e-mail address. The Account Status site provides information about how much e-mail you have moved to your EMCAP account, the regular e-mail address associated with the account, and the unit in which you work. You can modify the associated e-mail address (your normal work e-mail address) and unit name (the unit in which you work).
GroupWise offers many shortcuts to locate groups of messages that you can use when you begin to move your archival messages to your EMCAP folders. This section outlines several options; use those that make the most sense for the quantity and location of messages you need to move. EMCAP is only for messages of a permanently archival nature. Because the EMCAP tool is currently a pilot, all messages should be copied to the EMCAP folders (so that a copy exists in another location). GroupWise does not allow a user to copy messages from their Inbox or cabinet to the Archival Mail folder; therefore, for the purposes of this pilot, moving messages involves an extra step to ensure that a copy of the message remains either in the GroupWise cabinet, or saved to the user's desktop or network drive.
Employees should consult their agency record retention and disposition schedule when deciding when to archive e-mails. (To review your agency's schedule, visit the links in the More Resources sidebar on the right of the page.) The drag-and-drop method can be used to move messages regardless of the quantity.
Before you move any messages to the Archival Mail EMCAP folder, create a new folder within the EMCAP account to keep your messages organized. Follow the steps outlined in part one of this user guide. In this example we have a folder named budget.
1. Select the message(s) you want to move to the Archival Mail folder. To select all of the messages in a folder, go to Edit in the taskbar, then Select All. To select specific messages in a folder hold down the Ctrl key and click to highlight each message to move.
2. Drag the messages to the folder in the Archival Mail EMCAP account. The message now exists only in the Archival Mail account. In this example we have moved the message to the budget folder in the Archival Mail EMCAP account.
3. In order to keep a copy of the message outside of the EMCAP account for the purposes of this pilot, now drag the message(s) back to the original folder. In this example, it's the budget folder in the Cabinet.
The message(s) will appear in both folders; however it/they will be marked for deletion in the Archival Mail budget folder.
4. Undelete the copy of the message(s) in the Archival Mail folder by selecting the message. Right-click and select Undelete from the drop-down menu.
If using the EMCAP tool is a jumpstart to organizing your folders, you might need to take advantage of some search tools. The GroupWise search tool enables you to find messages by their text, sender, recipients, and location.
The following example searches for messages containing specific text.
1. Select Tools on the taskbar to open the drop-down menu.
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2. Select Find. This will open a new window. |
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3. Several options are available to define the search parameters. In this example, we are searching for all messages that reference MARS, the State Archives catalog, in the text of the message. You can also select specific recipients or authors, and limit which folders to search using the check boxes in the folder list on the right side of the window.
Once you enter your search criteria, select OK.
4. A new window will open with your search results. You can open these messages by double-clicking, just like in your normal Inbox.
5. Once you identify the messages to move, select them by either going to Edit in the taskbar, then Select All if you want to move all of the messages. To select specific messages in a folder hold down the Ctrl key as you highlight each message you want to archive.
6. Select Edit from the taskbar, then Move/Link to Folders from the drop-down menu.
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A window will open for you to select where to move the messages
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7. Select the folder by checking the box next to the folder nested in Archival Mail.
8. Select Move to close the window and move the messages.
9. Complete the process by following steps 3 and 4 listed in Dragging and dropping e-mail messages above.
If you have questions regarding your GroupWise account and the EMCAP folder, contact your IT staff. For more information regarding the grant, learn more by exploring the EMCAP website.
