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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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Instructions for using powerpoint template
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


Email management agency name training

Email Management – (Agency Name) Training

(Presenter Name, Title)

(Presenter Place of

Work/Division Name)

(Date)


Email management
Email Management

What is it?

Who is responsible?

How is it done?

What’s next?


What is it
What is it?

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.


Who is responsible
Who is responsible?

  • Everyone – it is the law

    • Agency Heads (List Specific Agency Head as Example)

    • Administrators & Administrative Staff (List Specific Staff Names as Example)

    • Managerial & Professional Staff (List Specific Staff Names as Example)

    • General Staff (List Specific Staff Names as Example)

  • Consequences

    • Violation of the NE Records Management Act

      • Class III Misdemeanor

    • Impacts State Budgets

    • Email System Performance

    • Job Performance

    • Litigation


How is it done
How is it done?

  • Manage Daily & By Content

  • Use Retention Schedules to Determine the Retention & Disposition

  • Use Other Tools to Help File Each Sent & Received Email

    • Email Record Decision Tree

    • Email Category/Folder Examples

    • State Archives Email Guideline

  • Categorize & Organize in Mandatory Folder System

  • Dispose of at End of Lifecycle


Manage daily by content
Manage Daily & By Content

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


Retention schedules
Retention Schedules

  • List of Records or Record Series That Determines How Long/Short a Record is Retained & Provides Final Disposition Requirements

  • Schedules Are Your Only Ongoing Statutory Authority to Dispose of Records

  • General Schedule

    • 124 - General Records for State Agencies

  • Agency Specific Schedules (List Agency Specific Schedule(s)






Folders
Folders

(List Agency Mandatory Folder Structure, includes Folder Name (Retention Requirement))– (Description of Records) (Examples)

PERMANENT (State Archives)

LEGAL HOLDS (Release) – Litigation only.


Tips

  • (List Items Covered in Agency Tip Sheet)

  • Example – Subject Line


What s next
What’s Next?

Policies

Audits


Resources
RESOURCES

(Contact Information for Staff Member(s) Conducting Training)



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