A Basic Definition to Guide the Discussion: E-communications that meet the definition of records must be retained according to a schedule and must be accessible in the case of a FOIA request and conversely deleted according to that same schedule.
Two Components:- Method of Retention/Retrieval
- Staff Training
Method of Retention/Retrieval
MHAL
Guide to Email Storage Options:
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E-mail System
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E-mail Archive
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Save As...
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Paper Printout
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Records Management Application
Questions: - Will you save everything including deleted items folders?
- Can you easily find the records when needed?
Thoughts:
- Remember that records often have to be retained longer than the technology that was used to create them
- Select file formats and storage media that facilitate accessibility of the data throughout its life cycle
- Ensure that accurate systems documentation and metadata are maintained to keep data meaningful and usable
- Version control is very important
- Develop preservation plans for retaining electronic records long-term (more than 10 years)
- Finding E-mail
- Finding and releasing e-mail can be time consuming and costly
- E-mail can be retained in a lot of places, by a lot of people
- Keep your records organized
- Know who has what
Staff Training
Do your staff know which written records they should retain, let alone electronic?
Resources:
Example Plans:
Documenting Staff Compliance with Policy
- Training log
- Training sign-in sheets
- MHAL online training certificate in employee file
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