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Email Retention Policy Presentation Handouts. Before you start, please print the available handouts on the Email Retention Policy page at: https://www20.csueastbay.edu/its/service-desk/email/index.html. Email Retention Overview. Agenda. Overview of the Email Retention Policy

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Email Retention PolicyPresentation Handouts

Before you start, please print the available handouts on the

Email Retention Policy page at:

https://www20.csueastbay.edu/its/service-desk/email/index.html



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Agenda

  • Overview of the Email Retention Policy

  • What This Means to You

  • Alternatives to Email Communication

  • Archiving Email in Outlook

  • Creating Personal Folders In Outlook for Transitory Email

  • Converting Email with “Lasting Value” to PDF

  • Schedule of Upcoming Overviews and Workshops


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Email Retention Policy

Please read the policy statement carefully:

http://www.csueastbay.edu/its/infosec/docs/email-retention-policy.pdf

  • Email is like any other record and may be discoverable during litigation

  • The policy applies to all University email, not just email hosted on CSUEB servers

  • Email on campus servers will be automatically deleted after 120 days


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Email Retention Policy

Email with Lasting Value

  • The determination of “lasting value” is determined by the unit responsible for those records – typically the originator or custodian of the records.

  • Lasting value records should be retained outside of the email system – in office/departmental files in a format that is readily accessible.


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Email Retention Policy

Transitory Email

  • Emails with “Transitory Value” of longer than 120 days should be downloaded to local files and deleted when no longer needed

  • "Transitory" email in local archived or personal folders still needs to be managed in accordance with the policy

  • Local email cannot be backed up to campus servers


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Email Retention Policy

What it means to You:

  • Understand what “lasting value” means as it pertains to your job and department

  • Effective January 31, 2009 all mail over 120 days will be deleted off the server

  • Deleted email is not recoverable

  • Save lasting value email that is on the server into more accessible formats

  • ‘AutoArchive’ so that your email can be taken off the server before 120 days

  • Start changing how you use and retain email today


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Email Retention Policy

Unsure what mail is stored on the server?

All folders and subfolders in the Mailbox are stored on the server

  • Look at the mail on the server through Outlook Web Access


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Email Retention Policy

Alternate Ways to Communicate

  • Use the phone for on-campus communication

  • Shared Drives

  • SharePoint http://sharepoint.csueastbay.edu/

  • SPARK -- Instant Messaging


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Email Retention Policy

SPARK Instant Messenger

  • ITS supported

  • Chat room, broadcast IM, send files

  • Bring in contacts from MSN, AOL, Yahoo

  • Campus contact must have SPARK

  • Enter Service Desk ticket to have it installed


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Email Retention Policy

Manage Your Incoming Email

  • Unsubscribe to e-mail mailing lists

  • Change How Meeting Responses are Processed

  • Act on your email after you have read it: Delete, File, or Save


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Email Retention Policy

NEXT STEPS

  • Learn more about AutoArchive and Personal Folders

    Archiving and Personal Folders Tutorial for Outlook 2003http://office.microsoft.com/training/training.aspx?AssetID=RC010265551033

    Archiving and Personal Folders Tutorial for Outlook 2007

    http://office.microsoft.com/training/training.aspx?AssetID=RC102385891033

  • Configure your AutoArchive or move your mail to a Personal Folder

  • Start saving email and attachments with lasting value to your computer as a PDF


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Email Retention Policy

Set Up AutoArchive

  • AutoArchive is turned on by default“Would you like to AutoArchive your old items now?”

    • AutoArchive Folder is created on your computer

    • The folder structure of the main Outlook feature areas such as the Calendar folder, Task Folder, and individual email folders are replicated in the Archive Folder

    • AutoArchive will process only when Outlook on your computer is running.

    • AutoArchiving can not be set up or process in Outlook Web Access

    • Set archiving parameters so that mail archives before it ages to 120 days.


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Email Retention Policy

Suggested AutoArchive Parameters

  • These settings will:

    • AutoArchiveevery 7 days

    • Stop “Do you want to archive now?”

    • Archive items that are older than 84 days (12 weeks.)


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Email Retention Policy

Excluding Calendar from AutoArchive

  • Right-click your Personal Calendar and click Properties on the shortcut menu.

  • Click the AutoArchive tab and click “Do not archive items in this folder.”


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Email Retention Policy

Create Personal Folders

Like the Archive Folder, the Personal Folder is on your computer.

But, you must move files manually.

  • You create the folder structure

  • You must remember to move the mail before it ages to 120 days


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Email Retention Policy

Save Email and Attachments in an Accessible Format

  • To identify Lasting Value email Sort email by Attachment, Subject, or Sender

    • Attachments can be saved in original format except if the attachment is a message

  • Print the individual email to the “PDFCreator” printer

    • Attachments are not included in the PDF file

  • Using Outlook client 2007, you can select more than one email in the view pane and “print” them into one document

  • Using Outlook Web Access and Outlook 2003, you must open the email one by one and print


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Email Retention Policy

Using PDFCreator

  • Navigate to the Print window so you can select the printer.

  • Select PDFCreator as the printer and click OK.

  • In the PDFCreator window rename your document and click SAVE.

  • Navigate to the location where you want the document saved.

  • Click Save.


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Email Retention Policy

Outlook Web Access

  • All mail and subfolders that you see on the web are on the server and therefore subject to being deleted after 120 days

  • To get advanced sorting capabilities you must use Internet Explorer

  • You can not set up AutoArchive in Web Access

  • You can have an Outlook profile set up on a University computer and then set up AutoArchive or Personal Folders

  • You must save Outlook Web mail to PDF by first opening the email and then “printing” it to PDF Creator

  • If you need a copy of PDFCreator please enter a Service Desk Ticket.


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Email Retention Policy

www.csueastbay.edu/servicedesk

  • Link to the Email Retention Pagehttp://www20.csueastbay.edu/its/service-desk/email/index.html

  • Link to Training Resources for Outlook Email and Calendar guides www.csueastbay.edu/training



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Email Retention Policy

www.csueastbay.edu/training

www.csueastbay.edu/training


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Email Retention Policy

Upcoming Overviews and Workshops

https://warehouse2.csueastbay.edu/cmstraining


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Email Retention Policy

Contactthe Service Desk if you have questions.

www.csueastbay.edu/servicedesk


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