(name) (title) (agency/division) (date). records management is the systematic control of records...
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State of Nebraska Email Management –
MS Outlook / Exchange 2010 (name)
(title)(agency/division)
(date)
Records Management is the systematic control of records
through creation, receipt, maintenance, use and
disposition.
Records Management (RM)
Email is electronic communication Retention is based on the ‘content’
Is NOT saving all email forever
Is NOT setting arbitrary time limits for all messages
Is NOT managing based on available mail box size
Is NOT declaring ‘email’ a records series
Is NOT a ‘do-nothing’ strategy
Email Management
Records must be classified, stored, and disposed consistent with business, legal historical and financial requirements
NE SOS approved Records Retention and Disposition Schedules provide the guidelines
State of Nebraska Microsoft Outlook / Exchange 2010 System has default retention policies / tags
Users perform email management based on the message content and apply policies/tags to folders and/or individual emails
Records Management & Email Management
List of records that determines length a record is retained and provides the final disposition requirements
Schedules are developed based on business, legal, financial and historical requirements for the record as determined by agencies and/or the state
Schedules are your ONLY ongoing statutory authority to dispose of records
Retention Schedules
6 default retention policies/tags
Email System Default Retention Policies & Tags
Series developed to provide retention guidance for communication not covered in agency specific schedules
Check your agency specific schedule(s) before using this series to determine your email retention requirements
Schedule 124 – Communication Series
124-034 Communications, Nonrecord – Not related to state government transactions or activities
124-035 Communications, Short-Term (6 months) – Related to the business or operations of your office, but has no documentary or evidentiary value
124-033 Communications, Medium-Term (2 years) – Business/Operational requiring you to take a action or make a decision, but no long-term significance
Communication – Schedule 124 items
124-031 Communications, Fiscal (5 years) – Documents purchases, financial obligations, fiscal revenue ◦ Also see, 124-052 Enterprise Data For Government Efficiency (EDGE)
124-032 Communications, Long –Term (8 Years) – Establish or implement policy, establish legal rights/responsibilities, document major transactions or has long-term significance for business/operations
124-030 Communications, Event-Driven (Date + Retention) – Open ended, event-driven retention which occurs at some future date
Communication – Schedule 124 items (cont.)
Email containing:
◦ Content with open ended, event-driven requirements where retention is ‘triggered’ by a future date or event
◦ Content under a legal or potential litigation HOLD requirement
◦ State Employees designated with significant historical roles within their agency by the State Archivist
(See the NE State Historical Society Communications/Correspondence Guideline)
Email under this designation requires manual review and management at the conclusion of an event
Management of Records Under HOLD - Event (Never) Policy/Tag”
Decision Tree
Email Content RecommendationList/Serv NonRecord – No Retention Required
Email Response“Hours of Operation”
14 Days
Email Response“Makes Recommendation or Decision”
2 Years
Contract Negotiations HOLD - Event (Never)(5 Years after End of Contract - Manual Management)
Vacation /Sick Leave Request Received Approval – 5 YearsSent Request – 14 Days
Internal Procedure Clarification 2 Years
Policy Development and Decisions 8 Years
Feedback on Reports or Studies 2 Years
Electronic Magazines/Subscriptions < 6 Months or Less (Value – Professional Interest)
Professional Reference Materials – Received or Sent < 6 Months or Less (Value – Professional Interest)
Projects HOLD – Event (Never)( 5 Years after Project Conclusion – Manual Management)
Email Content and Retention Recommendations
State Archives Guideline for Communication/Correspondence
Default Retention Policies/Tags
Automated email disposal based on rules and the system cycling process
Manual Management for some email
Parent folders with assigned Retention determine disposition for sub-folders & email unless:
Sub-folder given a different RM policy or individual email tagged with a different RM requirement
MS Outlook / Exchange 2010 RM Information
MS Outlook / Exchange 2010 allows end users:
◦ Management of email
◦ By applying retention policies/rules to folders and or individual email
◦ Allows flexibility in development of personal folder organization/structure
MS Outlook / Exchange 2010 Email Management
Assign a retention policy to folders:
1. In the Navigation Pane, click a mail folder.
2. On the Folder tab, in the Properties group, click Policy.
3. On the Policy tab, in the Folder Policy list, click an entry based on your agency’s schedules/guidelines.
***NOTE: All subfolders and individual emails within folders will assume the retention rule of folder. It is possible to modify sub-folders and individual emails within folder. But when this is done, the sub-folder retention and/or individual email retention will override the ‘parent’ folder rule.
Folder Retention Policies
Individual Email Tagging
Assign a retention policy to email messages:
1. In the message list, click a message.
2. On the Home tab, in the Tags group, click Assign Policy.
3. Under Retention Policy, click an entry based on your organization’s guidelines.
***NOTE: The retention policy for a message appears in the header in the Reading Pane under the recipient names and includes the expiration date. If no retention policy is applied, no information appears under the message recipient names.
Email Designated as EVENT
◦Manual management required
◦Must track based on “trigger”
◦Once “trigger” has occurred:
Assign policy
Or move to appropriate folder to initiate retention clock
Event Folder – Manual Management
Other Options and Guidance
Common E-mail Tips Compose too quickly. Don't be careless; write all e-mail as though
Grandma reads it.
Hitting "reply all" unintentionally. This is a biggie. And it's not just embarrassing.
E-mail when you're angry. NEVER DO IT!
Subject Line Importance. Use brief, meaningful and descriptive subject lines. Change the subject line if you change the topic.
Sending Prematurely. Enter the recipient's e-mail address AFTER your e-mail is ready. This helps reduce the risk of an embarrassing misfire, such as sending an important e-mail to the wrong person or e-mailing a half-written note.
Forgetting or Sending the wrong attachment. Creates duplicate effort & clutters the system.
Not reviewing all new messages before replying. When you return to the office after a week away, review all new e-mails before firing responses.
Including your full e-mail signature in a response again and again. No need, adds clutter.
Failing to include basic greetings. Simple pleasantries; “hello" and "thanks“.
Nebraska SOS – Records Management Division440 South 8th Street, Suite #210
Lincoln, NE 68508Website Addresses - http://www.sos.state.ne.us/dyindex.html
Duane Doppler, CRM - Electronic Records [email protected] OR 402-471-2747
NE State Historical Society (State Archives)
Gayla Koerting, State Archivist & Curator of Government Records
[email protected] OR 402-471-4785
RESOURCES