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:.
D. Dawson, CRMState Records ManagerDept. of Education & Early Development
Means any information that is recorded in machine readable form.
Recorded information created/received on an electronic mail system
Subject to public information requests and discovery
Targeted by lawyers, regulators, auditors and investigators
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!
POLICIES & DIRECTIVES
AGENDAS & MINUTES OF MEETINGS
ANY DOCUMENT THAT INITIATES, AUTHORIZES OR COMPLETES AGENCY BUSINESS
FINAL REPORTS OR RECOMMENDATIONS
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
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.
1. Reduces System Costs
2. Facilitates Legal Discovery
3. Ensures Retention Compliance: Rules
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
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 ATTACHMENTS?
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
DO NOT RETAIN
SAMPLE RETENTION FOLDER NAMES
Project Files—5yr Project A
ROW Lease Case Files—Permanent