Thank you so much!
Alison L. Huftalen, MA, MLS
Head Librarian
419.255.8000 ext. 7386
[log in to unmask]
Toledo Museum of Art
PO Box 1013
Toledo, Ohio 43697
>>> "Scott, Paul (ITC)" <[log in to unmask]> 9/18/2014 7:45 AM
>>>
Alison Huftalen asked: "Does your institution have an email retention
policy and if so does it vary by position within the organization?"
Harris County has developed something very close to what Alison asked.
It is a GUIDELINE that explains how state law and county policy applies
to e-mails and other electronic communications. It is under review by
the County Attorney and we expect to present it to Commissioners Court
later this year and then distributed to employees.
Key features include.
1. A restatement of records retention requirements.
2. An explanation of what constitutes an Official Record.
3. An explanation of what constitutes a Transitory Record.
4. A chart to guide employees distinguish between e-mails that
are Official Records from those that are Transitory Records.
5. It notes that most e-mails that are Official Records are
handled in accordance with each department's file plan and become part
of those records series.
6. Other e-mails that are Official Records are classified either
as Correspondence, Internal Memoranda, and Subject Files-Policy and
Program Development (with 4 year retention) or as Correspondence,
Internal Memoranda, and Subject Files-Administrative (with 2 year
retention).
7. Exempt employees will be the only ones responsible for "Policy
and Program Development," so keeping their e-mails 4 years meets
retention requirements.
8. Non-exempt employees will only have "Administrative" e-mails,
so keeping their e-mails 2 years meets retention requirements.
9. All other e-mails are Transitory Records and may be discarded
at any time unless there is a legal, audit, or investigative hold.
10. A statement that there are multiple tools and methods to comply
with retention requirements that various departments can adopt, in which
case they can ignore the final feature;
10(a) Instructions on how to configure Microsoft Records Management in
Outlook to create folders with 2 and 4 year retention settings.
I hope this helps.
Paul R. Scott, CA, CRM
Records Management Officer
Harris County, TX
713 274-7740
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