This is the official policy of the City of Newport News:

A.	RETENTION OF ELECTRONIC MAIL (E-Mail) PUBLIC RECORDS      
 
Both the sender and recipient are responsible for maintaining copies of
all public records created, stored or received electronically in
accordance with the schedules attached to this policy.  A copy of all
responses to the sender by the receiver must be maintained.  This
includes the electronic message generated by forwarding the initial
electronic message to someone else for further action.   

The City of Newport News will abide by the Records Retention Schedule of
the Commonwealth of Virginia as identified in General Schedule No. 19
(GS19) Administrative Records and General Schedule No. 23 (GS23)
Electronic Records.  Additionally,  Electronic Mail (E-Mail) Retention
Guidelines and Requirements from the Library of Virginia Records
Management Division are attached. 
  
Following GS23 series number 100024, 100025, and 100026; E-Mail senders
and recipients should determine which of the record retention series
applies to an E-mail and act accordingly. 100025 E-Mail is classified as
non-records and may be immediately deleted.  100024 E-Mail is considered
correspondence and the appropriate GS19 series should be applied for
retention (100036 - 100039).  100026 E-Mail is considered other records
and the appropriate General Schedule series should be identified and
applied.  

Copies of e-mail may be printed on paper and filed according to the
retention schedules that are attached to this policy.  An alternative to
maintaining printed copies of correspondence is an electronic archive of
correspondence.  The Department of Information Technology will assist
you 
in determining how best to archive your correspondence.


Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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