Retention Policy Presentation Handouts Before you start, please print the available handouts on the Retention Policy page at:

Retention Overview

Agenda Overview of the Retention Policy What This Means to You Alternatives to Communication Archiving in Outlook Creating Personal Folders In Outlook for Transitory Converting with “Lasting Value” to PDF Schedule of Upcoming Overviews and Workshops

Retention Policy Please read the policy statement carefully: is like any other record and may be discoverable during litigation The policy applies to all University , not just hosted on CSUEB servers on campus servers will be automatically deleted after 120 days

Retention Policy 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 system – in office/departmental files in a format that is readily accessible.

Retention Policy Transitory s with “Transitory Value” of longer than 120 days should be downloaded to local files and deleted when no longer needed "Transitory" in local archived or personal folders still needs to be managed in accordance with the policy Local cannot be backed up to campus servers

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 is not recoverable Save lasting value that is on the server into more accessible formats ‘AutoArchive’ so that your can be taken off the server before 120 days Start changing how you use and retain today

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

Retention Policy Alternate Ways to Communicate Use the phone for on-campus communication Shared Drives SharePoint SPARK -- Instant Messaging

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

Retention Policy Manage Your Incoming Unsubscribe to mailing lists Change How Meeting Responses are Processed Act on your after you have read it: Delete, File, or Save

Retention Policy NEXT STEPS Learn more about AutoArchive and Personal Folders Archiving and Personal Folders Tutorial for Outlook Archiving and Personal Folders Tutorial for Outlook Configure your AutoArchive or move your mail to a Personal Folder Start saving and attachments with lasting value to your computer as a PDF

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 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.

Retention Policy Suggested AutoArchive Parameters These settings will:  AutoArchive every 7 days  Stop “Do you want to archive now?”  Archive items that are older than 84 days (12 weeks.)

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.”

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

Retention Policy Save and Attachments in an Accessible Format To identify Lasting Value Sort by Attachment, Subject, or Sender –Attachments can be saved in original format except if the attachment is a message Print the individual to the “PDFCreator” printer –Attachments are not included in the PDF file Using Outlook client 2007, you can select more than one in the view pane and “print” them into one document Using Outlook Web Access and Outlook 2003, you must open the one by one and print

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.

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 and then “printing” it to PDF Creator If you need a copy of PDFCreator please enter a Service Desk Ticket.

Retention Policy Link to the Retention Page Link to Training Resources for Outlook and Calendar guides training training /servicedesk

Retention Policy

Retention Policy Upcoming Overviews and Workshops

Retention Policy servicedesk Contact the Service Desk if you have questions.