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ELECTRONIC MAIL RETENTION & DISPOSITION PowerPoint PPT Presentation


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ELECTRONIC MAIL RETENTION & DISPOSITION. D. Dawson, CRM State Records Manager Dept. of Education & Early Development. ELECTRONIC RECORD DEFINED UNDER AS 40.21.150(4). Means any information that is recorded in machine readable form. EMAIL IS:.

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ELECTRONIC MAIL RETENTION & DISPOSITION

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ELECTRONIC MAIL RETENTION & DISPOSITION

D. Dawson, CRMState Records ManagerDept. of Education & Early Development


ELECTRONIC RECORD DEFINED UNDER AS 40.21.150(4)

Means any information that is recorded in machine readable form.


EMAIL IS:

Recorded information created/received on an electronic mail system

Subject to public information requests and discovery

Targeted by lawyers, regulators, auditors and investigators


DISCOVERY

In the old days, the discovery subpoena had to state specifically what the lawyers wanted to see.

Now, a more general statement is true:

IF IT EXISTS AND SOMEONE ASKS TO SEE IT, THE AGENCY HAS TO PRODUCE IT!


ELECTRONIC MAIL MESSAGES[TYPICALLY RECORDS]

POLICIES & DIRECTIVES

BUSINESS CORRESPONDENCE

AGENDAS & MINUTES OF MEETINGS

ANY DOCUMENT THAT INITIATES, AUTHORIZES OR COMPLETES AGENCY BUSINESS

FINAL REPORTS OR RECOMMENDATIONS


[NOT TYPICALLY RECORDS]

COPIES OR EXTRACTS OF DOCUMENTS DISTRIBUTED FOR REFERENCE

PERSONAL MESSAGES NOT RELATED

TO OFFICIAL BUSINESS

PHONE MESSAGE SLIPS & VOICE-MAIL

ANNOUNCEMENTS OF SOCIAL EVENTS, SUCH AS RETIREMENT PARTIES OR CELEBRATIONS

EMPLOYEE CONVENIENCE COPIES


SOA ELECTRONIC MAIL RETENTION & RECORDS POLICY

Provides guidelines and explains records retention requirements for email messages.

Primary focus is to ensure that use of the SOA email system and administration of public email records is consistent, predictable, and reliable under state and federal law.


ZANTAZ: ENTERPRISE ARCHIVE SYSTEM

1. Reduces System Costs

2. Facilitates Legal Discovery

3. Ensures Retention Compliance: Rules


RESPONSIBILITY:

SENIOR ADMINISTRATORS WILL

Ensure agency complies with AS 40.21

(State Records Act) and updates retention schedules older than four years

Ensure staff consistently follow established email policies, procedures and processes

Contact AGO prior to records disposal if legal hold or litigation


HOW LONG DO I KEEP “RECORD” EMAIL, INCLUDING ATTACHMENTS?

Identify applicable Program or General records retention schedule; retain as long as authorized under schedule

Add records series to schedule if necessary

Archive into Zantaz or print out and

retain for full retention period


RESPONSIBILITY:

PROGRAM STAFF WILL

Archive email in accord will all policies, procedures or processes

Dispose of non-record email and record email whose retention has been met

Work with IT technicians/specialists to establish retention rules in Zantaz and build folders modeled after retention schedule


RETENTION GUIDELINES

Official Record Retention

1 YEAR RETENTION: READING FILES

3 YEAR RETENTION: GENERAL CORRESPONDENCE

10 YEAR RETENTION: FELONY CASE FILES

Transitory Record Retention

30-90 DAY RETENTION: NO NEED TO ARCHIVE

Permanent Record Retention

PRINT & TRANSMIT TO STATE ARCHIVES; OR,

PLACE IN PERMANENT BUCKET

Non-Record Retention

DO NOT RETAIN


EXAMPLES:

SAMPLE RETENTION FOLDER NAMES

Project Files—5yrProject A

Project B

Project C

General Correspondence—3yr

ROW Lease Case Files—Permanent


WHOM TO CONTACT RE EMAIL RETENTION & DISPOSITION:

D. Dawson, CRM

Records Management Program

dean_dawson@eed.state.ak.us


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