You need to have a documented plan for how email and electronic communication is retained and how staff are trained
E-mail archiving/retention and policy IS document retention policy (i.e. not separate policies)*.
MHAL Retention and Disposal Schedule for Public Schools
Records supporting the same business process need to be stored together on media that will keep them accessible and usable for the entire retention period
Keep records as long as they have:
Operational/Administrative Value
Fiscal Value
Legal Value
Historical/Archival Value
• Destroy records when their value ceases to Exist
What is the Role of IT?
• Develop preservation plans for long-term electronic
records
Remember that records often have to be retained longer
than the technology that was used to create them
• Ensure that accurate systems documentation and
metadata are maintained to keep data meaningful
and usable
Version control is very important
• Select file formats and storage media that facilitate
accessibility of the data throughout its life cycle