"Email Data Structured for Open Web Access" or "Structuring Email Data for Internet Availability"
The National Archives and Records Administration (NARA) has outlined a Digital Preservation Framework that includes various email-related file formats. These formats, which represent common electronic mail record types, are preserved and managed within NARA's digital archives to ensure long-term access and usability as linked open data.
Microsoft Outlook PST and OST Files
The Microsoft Offline Outlook Data File, with the ost file extension, falls under the Email category within NARA's Digital Preservation Framework. Its NARA Format ID is NF00822. You can find its Linked Open Data TTL at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00822.ttl
MBOX Format
The MBOX Email Format uses the mbox file extension and also falls under the Email category. Its NARA Format ID is NF00247, and its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00247.ttl
NSF (Lotus Notes)
Lotus Notes Database, with an unspecified version, uses the nsf file extension and falls under the Databases, Calendars, and Email categories. Its NARA Format ID is NF00785. Its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00785.ttl
EML (email message files)
The Apple Mail Email File uses the emlx file extension and falls under the Email category. Its NARA Format ID is NF00856. Its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00856.ttl
MSG (Outlook message files)
The Microsoft Outlook Item uses the msg file extension with oft extension and falls under the Email category. Its NARA Format ID is NF00280. Its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00280.ttl
Lotus Notes Databases (various versions)
- Lotus Notes Database 2 uses the nsf file extension with ns2 version and falls under the Databases, Calendars, and Email categories. Its NARA Format ID is NF00237. Its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00237.ttl
- Lotus Notes Database 3 uses the nsf file extension with ns3 version and falls under the Databases, Calendars, and Email categories. Its NARA Format ID is NF00238. Its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00238.ttl
- Lotus Notes Database 4 uses the nsf file extension with ns4 version and falls under the Databases, Calendars, and Email categories. Its NARA Format ID is NF00239. Its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00239.ttl
CC:Mail archive
The CC:Mail archive uses the cca file extension and falls under the Email category. Its NARA Format ID is NF00772. Its Linked Open Data TTL can be found at this URL: https://www.our website.gov/files/lod/dpframework/id/NF00772.ttl
The inclusion of these email-related file formats in NARA's Digital Preservation Framework allows for standardizing archival practices and supporting interoperable, sustainable preservation of email records. For the most current authoritative data, consult NARA's direct digital preservation resources.
Email preservation involves mechanisms like archiving mailboxes in Microsoft 365 (formerly Office 365), applying retention policies, and supporting eDiscovery and compliance holds. Agencies may extend email retention beyond scheduled periods due to audits, investigations, or court orders, coordinating with NARA for compliance. Cloud-based solutions like Microsoft Purview and Exchange Online Archiving facilitate email preservation with automated and policy-driven retention of email content.
Data-and-cloud-computing technologies are instrumental in the preservation of email records as agencies employ cloud-based solutions like Microsoft Purview and Exchange Online Archiving for automated and policy-driven retention of email content. This technology-driven approach supports interoperable and sustainable preservation of email records, aligning with the National Archives and Records Administration's (NARA) Digital Preservation Framework.
