Preventing Unknown (Ghost) Locations

Ghost Locations most often occur when an e-mail is saved into HP TRIM/RM. When an email is catalogued TRIM/RM attempts to find a Location that has a matching email address for the sender of the email, and if a match is not found then a Ghost Location is created.

It is up to a System Administrator to manage and clean up these Ghost Locations. Here are 3 tips for minimising the creation of Ghost Locations.

1. Disable auto contact creation when cataloguing emails

System Options -> Record Tab -> uncheck Convert all recipients to contacts for the Record. You may lose some desired recordkeeping functionality if you decide to disable this option.

2. Only automatically add email contacts if the Locations exist

System Options -> Record Tab -> check both Convert all recipients to contacts for the Record & Only add recipients as contacts if the recipient is a Location in HP Records Manager.  This will limit the creation of contacts to ONLY those recipients where their email address already exists in the Locations directory.

3. Effective end user training so Location fields are correctly populated

When a New Record form is displaying a Location field that is not showing in bold, this means TRIM/RM has not found a matching Location in the Location directory. User should be aware of what this means and at this time, either select an existing Location or create a new one.

2 Comments
  1. Anne Woodhams March 10, 2015 at 10:46 am - Reply

    I am interested to know what recordkeeping functionality may be lost if you enable option 1 above, i.e. disable auto contact creation when cataloguing emails. The majority of our ghost locations are as a result of staff not tidying up locations at the time of cataloguing. This is despite the training! Fortunately we are a small organisation and do manage to keep on top of ghost locations but it would be good to minimise this. Any feedback would be much appreciated.

  2. Michelle Linton March 10, 2015 at 2:30 pm - Reply

    The functionality lost is the retrieval of record in a search based on this contact. The search would need to use the Location email address anyway, and it would be rare that people use that metadata. If you can provide and demonstrate value to your users in adding people as Locations you’ll increase the uptake. Is there a particular business process, such as contracts, where reporting or management will be more effective if the External Location is available?

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