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E-mail Retention Question

  • 1.  E-mail Retention Question

    Posted 08-27-2018 11:44
    Looking for any information or examples of e-mail retention policies.  What is your experience?

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    Marie Bjerede
    Principal, Leadership Initiatives
    Consortium for School Networking
    (503) 341-0566
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  • 2.  RE: E-mail Retention Question

    Posted 08-28-2018 08:23
    D214 archives email for a period of two years. 

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    Keith A. Bockwoldt, CETL
    NSBA "20 to Watch"
    Director of Technology Services
    Township High School District 214
    2121 S. Goebbert Road | Arlington Heights, Illinois 60005
    Phone: 847.718.7671 | Fax: 847.718.7673
    keith.bockwoldt@d214.org
    Twitter: @District214 | @techdirector214 | www.D214.org


     



    Let's Connect!

         



    If this is a Freedom of Information Act request, please forward the request to District 214's FOIA Officer Patrick Mogge at patrick.mogge@d214.org

    All e-mail correspondence to and from this address is subject to the Acceptable Use Policies of District 214, which may result in monitoring and disclosure to third parties, including law enforcement.  Any views or opinions presented in this e-mail are solely those of the author and might not represent those of Township High School District 214.






  • 3.  RE: E-mail Retention Question

    Posted 08-28-2018 08:35
      |   view attached
    Marie,

    Our retention policy is actually in two parts.  The first is the actual Board approved policy ( I have attached a policy we are currently revising).  The policy references a document retention plan which is not board approved (It is actually a procedure and in PA  the Board approves policy and the administration creates the procedures).

    Regarding e-mail, our policy does not define e-mail as a document type.  Retention is based on the content of the e-mail.   I wanted to include the retention schedule but I need to get that from the Executive Director's assistant and she is out for he next week.   We are also in the process of reviewing the document retention plan.

    Although we do not define e-mail as a document type, the retention plan does define the length of time we will archive e-mail so that we are in compliance with Federal law.  This may seem crazy, but we retain all e-mail for seven years.  The reason is the seven years matches the retention for our accounting records (we keep them seven year--one year beyond the minimum for finance records in the policy).

    E-mail can be saved longer if the content of the e-mail warrants.  For example, e-mail related to e-rate is saved in our document management system to match the e-rate records retention guidelines.

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    Vince Humes
    Director Innovative Technology Solutions
    Northwest Tri-County Intermediate Unit #5
    Edinboro PA
    (814) 734-8390
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    Attachment(s)



  • 4.  RE: E-mail Retention Question

    Posted 08-29-2018 09:20
    Email retention policies continue to present a moving target.  The fact that we have to look to School Boards, states, and the federal government for definitive answers speaks to the related confusion.  I have learned a few things over the past twelve years on how you may want to approach the problem.  If you are involved in a lawsuit, if your policy states you will retain emails for a specific timeframe, you will be held to that standard.  In the absence of a policy, I have stated that the district only retains email for ninety days.  That approach has worked.  Any policy without instructions to the end-user is worthless.  A retention policy must clearly state what emails need to be saved.  Otherwise people will save everything, a process that is not sustainable unless you have unlimited storage capacity.  You will also need the capacity to search through any email that is saved.  That can be difficult as systems are upgraded or replaced.  A final question would be how will the District ensure that the policies and procedures are being followed.  For a small District that may be an easy task, but for the large ones it is almost impossible.  Hope this helps


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    John Williams
    Chief Information Officer
    Shelby County Schools
    Memphis TN
    (901) 416-0266
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  • 5.  RE: E-mail Retention Question

    Posted 08-29-2018 15:43

    All emails for my district are saved. It would seem difficult to save one email with certain content over another. If there is a FOIA request, only the information contained within the request is released. With Google's eDiscovery, storage is not an issue. 

    -------------------------------------------------
    Keith A. Bockwoldt, CETL
    NSBA "20 to Watch"
    Director of Technology Services
    Township High School District 214
    2121 S. Goebbert Road | Arlington Heights, Illinois 60005
    Phone: 847.718.7671 | Fax: 847.718.7673
    keith.bockwoldt@d214.org
    Twitter: @District214 | @techdirector214 | www.D214.org


     



    Let's Connect!

         



    If this is a Freedom of Information Act request, please forward the request to District 214's FOIA Officer Patrick Mogge at patrick.mogge@d214.org

    All e-mail correspondence to and from this address is subject to the Acceptable Use Policies of District 214, which may result in monitoring and disclosure to third parties, including law enforcement.  Any views or opinions presented in this e-mail are solely those of the author and might not represent those of Township High School District 214.






  • 6.  RE: E-mail Retention Question

    Posted 08-30-2018 09:40
    In Illinois we have the  Local Records Act (50 ILCS 205) 
    This pdf from the Illinois Secretary of State, Illinois State Archives, Records Management Division, has some helpful recommendations. 

    On page one of the above pdf:
    Are faxes, videos, emails and instant messages, etc., records?
    If the information contained in the fax, email or instant message or the information recorded on the DVD,
    CD, video or cassette tape fits the definition above, it is a public record subject to the provisions of the
    "Local Records Act" regardless of the media the data is maintained in. 

    Illinois also has the School Code section which speaks to retention. 
    Section 375.40 Maintenance and Destruction of School Student Records covers the issue and references the Local Records Act.

    Since I'm not currently associated with a specific district, it would be interesting how Illinois school districts are addressing E-mail Retention. 

    In other states I would check to see if the state already has guidelines set up. 


    John Sonnenberg, EdD CETL

    M: 847-922-5572

    E: John.Sonnenberg@Pearson.com

    34409 N. Circle Dr.

    Round Lake, IL 60073

    Always Learning‽

    Dissertation: Educating Incarcerated Youth in Illinois: A Blended Learning Model 







  • 7.  RE: E-mail Retention Question

    Posted 08-28-2018 13:45

    Marie,

    The State of Washington's has specific guidelines about retention of email and other resources.

    https://www.sos.wa.gov/archives/recordsmanagement/managing-emails.aspx

    https://www.sos.wa.gov/archives/recordsmanagement/managing-social-media.aspx

     

    These are just two links to a long list of guidelines and best practices for retention of email and social media tools, in general.

     

    Mark Finstrom

    Chief Technology Officer

    Technology Services

     

    "A pessimist sees the difficulty in every opportunity. An optimist sees the opportunity in every difficulty."

    –Winston Churchill

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  • 8.  RE: E-mail Retention Question

    Posted 08-29-2018 15:26
    In New York State we have a mandated retention for "records". Regardless of their format. Email is one of the formats. So whatever the date on the "ED-1" document that the NY state archives has, the record creator has to follow. 

    IT takes the position that it is not our responsibility to identify records that are electronic and then preserve them. Record creators are responsible for that

    As for non record type emails, we keep 3 years and purge beyond that. 



    Kieran

    Kieran O'Connor
    ESM Schools





  • 9.  RE: E-mail Retention Question

    Posted 08-29-2018 09:51
    We archive email for seven years as well.  The follow link is to our Administrative Regulation (child to policy) explaining our email archiving requirements.  https://resources.finalsite.net/images/v1529949660/lmsdorg/gbqtwjaeewlhussbaeg1/Policy_AR800.pdf
    Finalsite remove preview
    View this on Finalsite >
    .

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    George Frazier
    Director of Information Systems
    Lower Merion School District
    Bala Cynwyd PA
    (610) 645-1925
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  • 10.  RE: E-mail Retention Question

    Posted 08-30-2018 09:50
    All,

    I want to share this e-mail response I received from Anthony Yaramenko as well:

    Name: Anthony Yaremenko
    Email: anthony.yaremenko@nsip.edu.au
    Subject: Email retention policies - Attention Marie Bjerede

    Message:
    Hi Marie,
    Apologies I couldn\'t use our NSIP CoSN account for responding directly however I saw your query on the CoSN board and have the following links which, while coming from an Australian context, may be of value re: email retention policies.

    1. Generic record keeping -  https://www.business.gov.au/new-to-business-essentials/series-one/keep-the-right-records

    2. Email specific - (for Government resources) http://www.naa.gov.au/information-management/managing-information-and-records/types-information/email/index.aspx ( a little wordy but has some great break out boxes which may assist)

    Hope this helps or at least gives you a flavour of our policies / practices in Oz.

    Cheers,

    Anthony

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    Marie Bjerede
    Principal, Leadership Initiatives
    Consortium for School Networking
    (503) 341-0566
    ------------------------------