Instructions for Using PowerPoint Template. Replace Information in () & underlined with Agency Specific Information Replace Decision Tree & Category/Folder Examples with Agency Developed Ones Update Organization, Folders, Tips & Resources with Agency Specific Information Delete This Slide.
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Replace Information in () & underlined with Agency Specific Information
Replace Decision Tree & Category/Folder Examples with Agency Developed Ones
Update Organization, Folders, Tips & Resources with Agency Specific Information
Delete This Slide
Email Management – (Agency Name) Training
(Presenter Name, Title)
(Presenter Place of
What is it?
Who is responsible?
How is it done?
Email that is organized for efficient retrieval, maintained and disposed of in accordance with an approved Records Retention and Disposition Schedule.
Email is a record that is sent or received.
Record lifecycle is based on content, NOT on format (Email).
Communication that is subject to the same business, legal, financial & historical requirements of other records.
Email is Just Like Paper – File it ASAP
Don’t Let Your ‘Inbox’ or ‘Sent Items’ Fill Up
Email is a Desktop Function, so You Are The File Clerk
Email is a Delivery Medium, NOT a Record Series
CONTENT Determines the Disposition
(List Agency Mandatory Folder Structure, includes Folder Name (Retention Requirement))– (Description of Records) (Examples)
PERMANENT (State Archives)
LEGAL HOLDS (Release) – Litigation only.
(Contact Information for Staff Member(s) Conducting Training)