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:
E-mail System
E-mail Archive
Save As...
Paper Printout
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:
MHAL Explore Effective Solutions for Managing Email Training Flyer
In-House training and explanations
Example Plans:
Employee Email Retention Policy Handout
Records Management Policy sample
Documenting Staff Compliance with Policy
Training log
Training sign-in sheets
MHAL online training certificate in employee file