1.  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

2. (Presenter Name, Title) (Presenter Place of Work/Division Name) (Date)

3.  What is it?  Who is responsible?  How is it done?  What’s next?

4.  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.

5.  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

6.  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

7.  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

8.  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)

9. Decision Tree

12. (# of Folders) Mandatory Folders User Generated Sub-Folders Every Email is Categorized and Retained in a Folder (Sent & Received)

13.  (List Agency Mandatory Folder Structure, includes Folder Name (Retention Requirement)) – (Description of Records) (Examples)  PERMANENT (State Archives)  LEGAL HOLDS (Release) – Litigation only.

14.  (List Items Covered in Agency Tip Sheet)  Example – Subject Line

15.  Policies  Audits

16.  (Contact Information for Staff Member(s) Conducting Training)

17. QUESTIONS