Hi ~ I am with the CA Secretary of State, CalRIM unit, and we are in the process of updating our Electronic Records Management Handbook. To date we have not posted the email section, but it is one of the next sections to be posted (probably within a week or so). Please check out our website http://www.sos.ca.gov/archives/calrim/ , as it may contain useful information to address your needs.
I would be happy to discuss this, or other RM policies with you.
Best regards,
Jenny Chakonova, Records Management Consultant
Secretary of State, Archives (I.M.S. D-15)
California Records & Information Management (CalRIM)
1020 O Street, 4th Floor
Sacramento, CA 95814
Ph: 916-653-3429
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“A candle loses nothing by lighting another.” ~ James Keller
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Larry Medina
Sent: Thursday, May 07, 2015 7:42 AM
To: [log in to unmask]
Subject: Re: enterprise email retention policy?
On Thu, May 7, 2015 at 4:57 AM, Frank Holt <[log in to unmask]> wrote:
> I am in the process of developing an email retention policy for our
> state agency and am interested in reviewing email policies that may be
> available from other agencies in government or private industry. If
> you are willing to share your email policy with me for review to
> determine if some topics addressed in your policy may be helpful to
> include in our policy, please let know. Specifically, I'm curious if
> anyone has developed an email policy that specifically addresses
> retention features configured for an enterprise solution (MS Exchange,
> 365, SharePoint, etc).
>
> Thanks for contacting me, if interested in this discussion.
>
If this is being developed for a State Agency, I'd assume there must be some guidance available from the State on RM requirements?
http://www.ncdcr.gov/archives/About.aspx
http://www.ncdcr.gov/archives/ForGovernment/RetentionSchedules.aspx
http://www.history.ncdcr.gov/SHRAB/ar/emailpreservation/default.htm
In CA, the Secretary of State's office is where RM guidance comes from, and there's a handbook for all RM efforts from any/all State Agencies to comply with. They issued a VERY BRIEF guideline for e-mail in 2003, but it's pretty common sense based.
http://archives.cdn.sos.ca.gov/calrim/pdf/guidelines-email-retention.pdf
Know what's a record... if the e-mail is a record, manage it as if it were any thing else.
"Transitory" (records of minimal value, with retention periods less than 2 years, typically) are allowed to be left within the native application; anything else should be moved out and managed in an approved EDRMS. And naturally, records of Senior Officials should be handled differently than those of others.
Larry
--
Larry
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*----Lawrence J. MedinaDanville, CARIM Professional since 1972*
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