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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 policy presentation handouts
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

agenda
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
email retention policy
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
email retention policy5
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.)
email retention policy15
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.
email retention policy20
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

email retention policy23
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