Sharon:
We are fortunate in having a formal policy providing guidance for what
and when to delete.  The policy ties in with the approved retention
schedule.  I have conducted numerous training sessions within the
department on the policy and how to meet it.  When our network IT folks
send this type of message, we follow-up with the following message to
all users:

"Please remember to follow the guidelines and requirements of the City
Electronic Public Records Policy as you clean your mailboxes.  A copy of
the guidelines explaining the policy can be found on Waternet (WW
intranet) at I:\IT\RcdsMgmtWeb\EPRhilites.htm.   

(The full policy is contained in Section VI of the online Records
Management Manual at I:\IT\RcdsMgmtWeb\RM Manual On-line\ToC.htm)."

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Sharon Siske-Crunk
Sent: Wednesday, August 23, 2006 11:49 AM
To: [log in to unmask]
Subject: [RM] Sample Email for Cleaning Network Drives

Hello,

Does anyone on the list have a sample email they would be willing to
share that reminds people of the types of records (transitory, drafts,
personal, etc.) they are allowed to dispose of without a "request to
destroy" when they are cleaning files from electronic network drives?
The IT department recently sent an email to the entire agency telling
people "it's a perfect time to clean out your U:drive and any
departmental drives you use."  I would like examples of emails people
have used in conjunction with this type of email from IT to remind
people of their responsibility regarding agency records.  Also any type
of PowerPoint presentations regarding managing electronic records
without an electronic document management system or the corresponding
electronic records management component would be welcome.

Thank you. Sharon

Sharon Siske-Crunk
Records Manager
Texas Youth Commission
512-424-6114


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Contact [log in to unmask] for assistance