State of Nebraska Email Management – - PowerPoint Presentation

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State of Nebraska Email Management – MS Outlook / Exchange 2010

(name)(title)(agency/division)(date)

Records Management is the systematic control of records through creation, receipt, maintenance, use and disposition.Records Management (

RM)

Email is electronic communication Retention is based on the ‘content’

Is NOT saving all email foreverIs NOT setting arbitrary time limits for all messagesIs NOT

managing

based on available mail box size

Is NOT

declaring ‘email’ a records series

Is NOT a ‘do-nothing’ strategy

Email Management

Records must be classified, stored, and disposed consistent with business, legal historical and financial requirementsNE SOS approved Records Retention and Disposition Schedules provide the guidelinesState of Nebraska Microsoft Outlook / Exchange 2010 System has default retention policies / tags

Users perform email management based on the message content and apply policies/tags to folders and/or individual emailsRecords Management & Email Management

List of records that determines length a record is retained and provides the final disposition requirementsSchedules are developed based on business, legal, financial and historical requirements for the record as determined by agencies and/or the state Schedules are your ONLY ongoing statutory authority to dispose of records

Retention Schedules

6 default retention policies/tags

Email System Default Retention Policies & Tags

Series developed to provide retention guidance for communication not covered in agency specific schedulesCheck your agency specific schedule(s) before using this series to determine your email retention requirements

Schedule 124 – Communication Series

124-034 Communications, Nonrecord – Not related to state government transactions or activities 124-035 Communications, Short-Term (6 months)

– Related to the business or operations of your office, but has no documentary or evidentiary value124-033 Communications, Medium-Term (2 years) – Business/Operational requiring you to take a action or make a decision, but no long-term significance

Communication –

Schedule 124 items

124-031 Communications, Fiscal (5 years) – Documents purchases, financial obligations, fiscal revenue Also see, 124-052 Enterprise Data For Government Efficiency (EDGE)124-032 Communications, Long –Term (8 Years)

– Establish or implement policy, establish legal rights/responsibilities, document major transactions or has long-term significance for business/operations 124-030 Communications, Event-Driven (Date + Retention) – Open ended, event-driven retention which occurs at some future date

Communication –

Schedule 124 items

(cont.)

Email containing: Content with open ended, event-driven requirements where retention is ‘triggered’ by a future date or eventContent under a legal or potential litigation HOLD requirement

State Employees designated with significant historical roles within their agency by the State Archivist (See the NE State Historical Society Communications/Correspondence Guideline)Email under this designation requires manual review and management at the conclusion of an event

Management of Records Under

HOLD - Event (Never) Policy/Tag”

Decision Tree

Email ContentRecommendation

List/ServNonRecord – No Retention RequiredEmail Response“Hours

of Operation”

14 Days

Email Response

“Makes Recommendation or Decision”

2 Years

Contract Negotiations

HOLD - Event

(Never)

(

5 Years after End of Contract

- Manual Management)

Vacation

/Sick Leave Request

Received Approval – 5 Years

Sent Request – 14 Days

Internal Procedure Clarification

2 Years

Policy Development and Decisions

8 Years

Feedback on Reports or Studies

2 Years

Electronic Magazines/Subscriptions

<

6 Months or Less (Value – Professional Interest)

Professional

Reference Materials – Received or Sent

<

6 Months or Less (Value – Professional Interest)

Projects

HOLD – Event (Never)( 5 Years after Project Conclusion – Manual Management)

Email Content and

Retention Recommendations

State Archives Guideline for Communication/Correspondence

Default Retention Policies/TagsAutomated email disposal based on rules and the system cycling process

Manual Management for some emailParent folders with assigned Retention determine disposition for sub-folders & email unless:Sub-folder given a different

RM

policy or individual email tagged with a different

RM

requirement

MS Outlook / Exchange 2010

RM Information

MS Outlook / Exchange 2010 allows end users:Management of email

By applying retention policies/rules to folders and or individual emailAllows flexibility in development of personal folder organization/structure

MS Outlook / Exchange 2010

Email Management

Assign a retention policy to folders:1. In the Navigation Pane, click a mail folder.2. On the Folder tab, in the Properties group, click Policy.

3. On the Policy tab, in the Folder Policy list, click an entry based on your agency’s schedules/guidelines.

***NOTE: All subfolders and individual emails within folders will assume the retention rule of folder. It is possible to modify sub-folders and individual emails within folder. But when this is done, the sub-folder retention and/or individual email retention will override the ‘parent’ folder rule.

Folder Retention Policies

Individual Email TaggingAssign a retention policy to email messages:In the message list, click a message.

On the Home tab, in the Tags group, click Assign Policy

.

Under

Retention Policy

, click an entry based on your organization’s guidelines.

***NOTE: The retention policy for a message appears in the header in the Reading Pane under the recipient names and includes the expiration date. If no retention policy is applied, no information appears under the message recipient names.

Email Designated as EVENTManual management requiredMust track based on “trigger”

Once “trigger” has occurred:Assign policyOr move to appropriate folder to initiate retention clock

Event Folder – Manual Management

Other Options and Guidance

Common E-mail TipsCompose too quickly.

Don't be careless; write all e-mail as though Grandma reads it.Hitting "reply all" unintentionally.

This is a biggie. And it's not just embarrassing.

E-mail when you're angry

.

NEVER DO IT!

Subject Line Importance

.

Use brief, meaningful and descriptive subject lines. Change the subject line if you change the topic.

Sending Prematurely

.

Enter the recipient's e-mail address

AFTER

your e-mail is ready. This helps reduce the risk of an embarrassing misfire, such as sending an important e-mail to the wrong person or e-mailing a half-written note.

Forgetting or Sending the wrong attachment

.

Creates duplicate effort & clutters the system.

Not reviewing all new messages before replying

.

When you return to the office after a week away, review all new e-mails before firing responses.

Including your full e-mail signature

in a response again and again

.

No need, adds clutter.

Failing to include basic greetings

.

Simple pleasantries; “hello" and "thanks“.

Nebraska SOS – Records Management Division 440 South 8th Street, Suite #210 Lincoln, NE 68508

Website Addresses - http://www.sos.state.ne.us/dyindex.html Duane Doppler, CRM - Electronic Records Manager

duane.dopper@nebraska.gov

OR 402-471-2747

NE State Historical Society (State Archives)

Gayla Koerting, State Archivist & Curator of Government Records

gayla.koerting@nebraska.gov

OR 402-471-4785

RESOURCES

QUESTIONS