> > Does that mean that your organizations, then and especially now, are
> > archiving every user's calendar events from Exchange/Domino/Groupwise?
>
> It depends upon what each organization has determined what they are going
> retain and at what level. and don't forget that the term calendar is media
> neutral as it could also be a desk calendar, daytimer, you name it.


For Federal Agencies, Contractors to Federal Agencies or Subcontractors,
it's covered in GRS23, Item 5

*5. Schedules of Daily Activities*.

Calendars, appointment books, schedules, logs, diaries, and other records
documenting meetings, appointments, telephone calls, trips, visits, and
other activities by Federal employees while serving in an official capacity,
EXCLUDING materials determined to be personal.

a.    Records containing substantive information relating to official
activities, the substance of which has not been incorporated into official
files, EXCLUDING records relating to the official activities of high
Government officials. [See note after item 5a.]

Destroy or delete when 2 years old.

[*NOTE*: High level officials include the heads of departments and
independent agencies; their deputies and assistants; the heads of program
offices and staff offices including assistant secretaries, administrators,
and commissioners; directors of offices, bureaus, or equivalent; principal
regional officials; staff assistants to those aforementioned officials, such
as special assistants, confidential assistants, and administrative
assistants; and career Federal employees, political appointees, and officers
of the Armed Forces serving in equivalent or comparable positions. Unique
substantive records relating to the activities of these individuals must be
scheduled by submission of an SF 115 to NARA.]

b.    Records documenting routine activities containing no substantive
information and records containing substantive information, the substance of
which has been incorporated into organized files.

Destroy or delete when no longer needed for convenience of reference.

So for non-Senior officials, it's current year plus 2 years for all
calendars and scheduling records, regardless of format that relate to
business issues.  Personal data isn't a record, but if you store it in the
same calendar or scheduling application and don't delete it, it could be
subject to discovery.  Reason?  NARA guidelines say that personal papers and
non-records are to be filed separately from records.

Only exclusion (5b) is "non-substantive information", providing that which
was of substance has bee incorporated into organized files.
For organizations NOT regulated in this manner, it's up to them to decide,
but the time frame should be documented.

Larry
-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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