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Any way to extract an email msg rendition in bulk?

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Frequent Advisor

Any way to extract an email msg rendition in bulk?

Hello,

 

We have a litigation issue where potentially hundreds of thousands of emails will need to be copied and sent to lawyers for discovery.  The lawyers don't have TRIM, so sending them a .vmbx file won't work for them. They need the original Outlook .msg file which is attached to the .vmbx as a rendition.  The thought of having staff at the ministry opening these emails one by one to extract the .msg rendition is a bit daunting. Is there any way to do the extraction in bulk?

 

Thanks,

Joanna Thompson

Records Management Specialist

Information Access Operations / Logistics and Business Services / Shared Services BC / Ministry of Citizens' Services 

Joanna Thompson
Senior Records Management Application Analyst
Government Records Service, Corporate Information and Records Management Operations
Ministry of Finance, Government of British Columbia
5 REPLIES
Honored Contributor

Re: Any way to extract an email msg rendition in bulk?

Well, even though the lawyers don't have TRIM, the VMBX files are just plain text and can be opened in any text editor. The only problem would be attachments which will not work.

 

I think the best option for you would be to use TRIMPort and 'Export' all the required records.

Tick the option to 'Include electronic documents' in the Export.

 

This will generate the .txt file with all the record metadata they should need (which can be opened and formatted fine in Excel) and a folder full of all the electronic documents for those records, which in this case would include the .vbmx AND the .msg renditions.

They are named: rec_1364_r_507.msg  for example.

 

These names will match up with data in the .txt file from the export.

 

 

Alternatively, you can find the emails you want to send in TRIM, TAG ALL, then Right-click > Send To > Export XML.

Click OK to All Tagged Rows.

Save the XML file name to a new folder somewhere and chose the option 'Export them as Separate Files' under the 'If Electronic Documents are Found:' section.

 

This will generate an XML file with all the record metadata and all the .msg and .vmbx files will be saved to the same folder.

So if you named your .XML file  Email.XML, then all the .msg and vmbx files will be called:

Email_507.msg

This matches up with the metadata in the XML file.

 

 

You might want to present these options to the lawyers so they can decide which format they would prefer?

 

 

 



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Kapish.com.au
Trusted Contributor

Re: Any way to extract an email msg rendition in bulk?

Grundy’s XML export > drag the .msg to a folder in Outlook. This will restore the eMail to its original state.

_________________________________________
HP Application Information Optimizer (AIO) Support
Frequent Advisor

Re: Any way to extract an email msg rendition in bulk?

When I used TRIMPort, only the .vmbx file came over. My records are all called rec_#######.vmbx but there are no .msg records - and the lawyers are going to want all the attachments. I like the idea of the XML export - my only concern is that the lawyers will only want to know a very limited amount of metadata like the title of the email, the date created and maybe date registered. But that's about it. The XML spreadsheet is very hard to read because there are several lines with similar information but about the same record, so there will be a lot of work on the ministry's end to modify the spreadsheet with the information the lawyers will want to see. And we'd like it to be as simple for the litigation staff as possible. There may be no easy way to go about it, but the XML option is by far the most satisfactory at the moment.

 

Thanks so much.

Joanna Thompson
Senior Records Management Application Analyst
Government Records Service, Corporate Information and Records Management Operations
Ministry of Finance, Government of British Columbia
Trusted Contributor

Re: Any way to extract an email msg rendition in bulk?

Maybe use "Print Merge" then try to marry up the XML .msg to the print merge file somehow.

_________________________________________
HP Application Information Optimizer (AIO) Support
Honored Contributor

Re: Any way to extract an email msg rendition in bulk?

When the XML contains too much information, you can apply a XSLT to get rid of most of the information and only leave the data you want.

(Any opinions expressed in this forum are my own personal opinion and should not be construed as an official statement by Hewlett Packard Enterprise.)

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