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Records Management & E-mail Systems: Working Together. Risk Management Seminar April 14, 2000. What is E-mail?. Document created or received on an electronic mail system. Just another media for state records. Categories. Business Transaction Directive or an approval for an action

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Records Management & E-mail Systems: Working Together

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records management e mail systems working together
Records Management & E-mail Systems: Working Together

Risk Management Seminar

April 14, 2000

what is e mail
What is E-mail?
  • Document created or received on an electronic mail system.
  • Just another media for state records.
  • Business Transaction
    • Directive or an approval for an action
    • Interchange of messages about a case or policy issue
    • Data Interchange with another agency
  • Information Message
    • Has a business context; but not part of business transaction
    • Example: meeting notification
  • Private Message
    • Non-business matters
  • Quick and easy communication
  • Immediate dissemination of documents
  • Logs the time of an exchange of messages
  • One person can send the same message to numerous people at one time
  • Less intrusive than the telephone
  • Same message can exist in multiple locations leading to storage problems
  • Informality can lead to sloppiness
  • Easy to edit/alter.
  • Deletion does not mean destruction
  • Multiple copies of messages or attached documents can be easily printed and filed
miscellaneous tidbits
Miscellaneous Tidbits

Do not send or forward:

  • Chain Letters
  • Promotions
  • Advertisements
  • Political Propaganda
  • Any message that is lewd, crude, or socially unacceptable.
  • Rumors--check facts before sending
nothing personal e mail is not personal property
Nothing Personal…E-Mail is not Personal Property
  • E-mail messages are the property of the organization.
  • There should be no expectation of personal privacy for e-mail.
  • E-mail may be read by others.
managing your messages
Managing Your Messages
  • Refrain from keeping ALL your outgoing messages in “Sent Items”.
  • Empty trash when exiting.
  • Use automated Archive feature.
  • Establish an E-mail Policy.
  • Set up personal folders to sort e-mail based on retention schedule and Subject Classification System.
e mail records
E-mail Records
  • Determine “official record” status for retention purposes.
  • Official Record:
    • Made or received pursuant to law or in connection with the transaction of official business.
    • Preserves evidence of the agency’s organization, functions, and activities.
    • Documents agency programs, policies, and decisions.
retention of e mail
Retention of E-mail
  • Refer to specific retention schedule for the agency.
  • Refer to State of North Dakota General Retention Schedule.
  • Base retention on the content of the message.
  • Print and file in traditional paper system, or
  • Move to separate file location for record-keeping purposes.
digital discovery
Digital Discovery
  • E-mail may become evidence during legal actions as official records.
  • Think before you write.
  • Make sure your facts are correct.
  • Read and edit before sending.
  • Keep copies to a minimum.
  • Follow retention and deletion guidelines.
electronic communication policy
Electronic Communication Policy

Establish agency policy regarding:

  • Appropriate use of e-mail and Internet
    • Business and personal use of e-mail systems and Internet
    • Prohibit use for illegal, disruptive, unethical, or unprofessional activities
  • Privacy and access
    • Identify who will be allowed access to employee’s systems and under what conditions
    • Subject to discovery proceedings in legal actions
electronic communication policy14
Electronic Communication Policy
  • Security
    • Must not be used to transmit classified or confidential information
    • Ensure passwords are used on all e-mail systems
    • Electronic communications are not private
    • Ensure e-mail systems are backed-up and maintained
    • Outline proper file downloading safeguards
electronic communication policy15
Electronic Communication Policy
  • Management and retention
    • Records need to be identified, managed, protected, & retained to meet retention requirements
    • Determine the length of time e-mail will be allowed to remain on the system
    • Determine the appropriate record-keeping system for storing e-mail with long-term value
electronic communication policy16
Electronic Communication Policy
  • Roles and responsibilities
    • Identify who is responsible for activities, such as capturing messages into record keeping systems, determining the retention value, training employees in appropriate use, supporting & maintaining the system, and ensuring security
    • Users are responsible to:
      • Be courteous & follow standards of etiquette
      • Protect others’ privacy & confidentiality
      • Protect passwords
      • Remove personal messages
      • Comply with policies & procedures
enterprise e mail system
Enterprise E-mail System
  • Consists of multiple platforms
    • Microsoft Outlook / Exchange
    • Lotus Notes / Domino
    • “Pioneer” (POP3)
    • Lotus cc:Mail
    • IBM OfficeVision

NOTE: This is a list of platforms used by State agencies. It may not be all-encompassing.

enterprise e mail system18
Enterprise E-mail System
  • Nightly mail server backups taken and stored for two weeks
  • Each person is allowed 30 Meg on the mail server
  • Data is not systematically purged
  • Most systems can keep data on client’s PC and/or file-server
    • POP3 (Pioneer)
    • Personal Folders & Archives
    • Offline Folders
  • There are at least two copies of every message!
internet usage
Internet Usage
  • Internet sites create a “Cookie” for that site.
  • Web sites you visit and the length of stay can be monitored.
  • Don’t visit web sites that include offensive material.
  • Scan files with virus detection software before installation or execution.
  • Agency web sites should include disclaimer statement.
voicemail system
Voicemail System
  • Voicemail messages should be retained until action taken
  • Voicemail messages are deleted once you press “76” and hang up
  • Voicemail messages are removed after 21 days
  • Individual voicemail boxes store 12 minutes of messages

Presented by:

Gary Vetter, ITD

Becky Lingle, ITD