Email archiving tools are not always intended as official recordkeeping systems.  Unfortunately, users may rely on the ability to retrieve records from an archive as a convenience rather than capturing records to an organization's records depositories where they are appropriately managed for their life cycle.  Does anyone have any best practice guidance for understanding their user reliance on the archives as a recordkeeping tool and how to present the issues in clear language for users unfamiliar with records management terminology?

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