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Subject:
From:
"Stenson, Kristopher M" <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Thu, 6 Aug 2015 19:54:03 +0000
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>In most situations, "Transitory e-mail messages" are NOT non-records.

>They have a required retention period, generally it ranges anywhere from a minimum of 180 days out to two years, >but while they are under a required retention, they ARE records, and should be protected accordingly.

I think this is not as universal as you make it sound.  I can't speak for the private/university context, but in state government there is no one accepted national standard.  Off the top of my head I know specifically that the state archives in New York and Connecticut specifically state that transitory communications are non-record and have no associated minimum retention, as do we.  This can encompass any type of communication medium, but of course the precise definition of what is "transitory" again varies from place to place.

Your point about changing regulations, etc making cheat sheets a risk is a valid criticism, but we rely on designated agency records officers to oversee the correct application of the schedule in their respective agencies.  It's far from perfect in application, of course, but lacking a centralized, coordinated electronic records management solution for the state we have to rely on individuals rather more than we'd like at this point.

Kristopher Stenson
Electronic Records Archivist
Illinois State Archives
217-557-1085
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