1. 1 ELECTRONIC MAIL RETENTION & DISPOSITION D. Dawson, CRM State Records Manager Dept. of Education & Early Development

2. 2 ELECTRONIC RECORD DEFINED UNDER AS 40.21.150(4) Means any information that is recorded in machine readable form.

3. 3 EMAIL IS: Recorded information created/received on an electronic mail system Targeted by lawyers, regulators, auditors and investigators Subject to public information requests and discovery

4. 4 In the old days, the discovery subpoena had to state specifically what the lawyers wanted to see. In the old days, the discovery subpoena had to state specifically what the lawyers wanted to see. DISCOVERY Now, a more general statement is true: Now, a more general statement is true: IF IT EXISTS AND SOMEONE ASKS TO SEE IT, THE AGENCY HAS TO PRODUCE IT! IF IT EXISTS AND SOMEONE ASKS TO SEE IT, THE AGENCY HAS TO PRODUCE IT!

5. 5 ELECTRONIC MAIL MESSAGES [TYPICALLY RECORDS] POLICIES & DIRECTIVES BUSINESS CORRESPONDENCE AGENDAS & MINUTES OF MEETINGS ANY DOCUMENT THAT INITIATES, AUTHORIZES OR COMPLETES AGENCY BUSINESS FINAL REPORTS OR RECOMMENDATIONS

6. 6 [ NOT TYPICALLY RECORDS] COPIES OR EXTRACTS OF DOCUMENTS DISTRIBUTED FOR REFERENCE PERSONAL MESSAGES NOT RELATED TO OFFICIAL BUSINESS TO OFFICIAL BUSINESS PHONE MESSAGE SLIPS & VOICE-MAIL PHONE MESSAGE SLIPS & VOICE-MAIL ANNOUNCEMENTS OF SOCIAL EVENTS, SUCH AS RETIREMENT PARTIES OR CELEBRATIONS ANNOUNCEMENTS OF SOCIAL EVENTS, SUCH AS RETIREMENT PARTIES OR CELEBRATIONS EMPLOYEE CONVENIENCE COPIES EMPLOYEE CONVENIENCE COPIES

7. 7 Provides guidelines and explains records retention requirements for email messages. Provides guidelines and explains records retention requirements for email messages. SOA ELECTRONIC MAIL RETENTION & RECORDS POLICY Primary focus is to ensure that use of the SOA email system and administration of public email records is consistent, predictable, and reliable under state and federal law. Primary focus is to ensure that use of the SOA email system and administration of public email records is consistent, predictable, and reliable under state and federal law.

8. 8 1. Reduces System Costs 1. Reduces System Costs ZANTAZ: ENTERPRISE ARCHIVE SYSTEM 2. Facilitates Legal Discovery 2. Facilitates Legal Discovery 3. Ensures Retention Compliance: Rules 3. Ensures Retention Compliance: Rules

9. 9 Ensure agency complies with AS 40.21 Ensure agency complies with AS 40.21 (State Records Act) and updates retention schedules older than four years (State Records Act) and updates retention schedules older than four years RESPONSIBILITY: SENIOR ADMINISTRATORS WILL Ensure staff consistently follow established email policies, procedures and processes Ensure staff consistently follow established email policies, procedures and processes Contact AGO prior to records disposal if legal hold or litigation Contact AGO prior to records disposal if legal hold or litigation

10. 10 Identify applicable Program or General records retention schedule; retain as long as authorized under schedule Identify applicable Program or General records retention schedule; retain as long as authorized under schedule HOW LONG DO I KEEP “RECORD” EMAIL, INCLUDING ATTACHMENTS? Add records series to schedule if necessary Add records series to schedule if necessary Archive into Zantaz or print out and retain for full retention period

11. 11 Archive email in accord will all policies, procedures or processes Archive email in accord will all policies, procedures or processes RESPONSIBILITY: PROGRAM STAFF WILL Work with IT technicians/specialists to establish retention rules in Zantaz and build folders modeled after retention schedule Work with IT technicians/specialists to establish retention rules in Zantaz and build folders modeled after retention schedule Dispose of non-record email and record email whose retention has been met Dispose of non-record email and record email whose retention has been met

12. 12 Official Record Retention 1 YEAR RETENTION: READING FILES 1 YEAR RETENTION: READING FILES 3 YEAR RETENTION: GENERAL CORRESPONDENCE 3 YEAR RETENTION: GENERAL CORRESPONDENCE 10 YEAR RETENTION: FELONY CASE FILES 10 YEAR RETENTION: FELONY CASE FILES RETENTION GUIDELINES Transitory Record Retention 30-90 DAY RETENTION: NO NEED TO ARCHIVE 30-90 DAY RETENTION: NO NEED TO ARCHIVE Non-Record Retention DO NOT RETAIN DO NOT RETAIN Permanent Record Retention PRINT & TRANSMIT TO STATE ARCHIVES; OR, PRINT & TRANSMIT TO STATE ARCHIVES; OR, PLACE IN PERMANENT BUCKET PLACE IN PERMANENT BUCKET

13. 13 Project Files—5yr Project A Project Files—5yr Project A Project B Project C EXAMPLES: SAMPLE RETENTION FOLDER NAMES General Correspondence—3yr General Correspondence—3yr ROW Lease Case Files—Permanent ROW Lease Case Files—Permanent

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15. 15 WHOM TO CONTACT RE EMAIL RETENTION & DISPOSITION: D. Dawson, CRM Records Management Program dean_dawson@eed.state.ak.us