RM presentation for county offices

Report
Records Management
& E-mail Systems:
Working Together
Risk Management Seminar
April 14, 2000
What is E-mail?
• Document created or
received on an electronic
mail system.
• Just another media for state
records.
Categories
• Business Transaction
– Directive or an approval for an
action
– Interchange of messages
about a case or policy issue
– Data Interchange with another
agency
• Information Message
– Has a business context; but
not part of business
transaction
– Example: meeting notification
• Private Message
– Non-business matters
Advantages
• Quick and easy communication
• Immediate dissemination of
documents
• Logs the time of an exchange of
messages
• One person can send the same
message to numerous people at
one time
• Less intrusive than the telephone
Disadvantages
• Same message can exist in
multiple locations leading to
storage problems
• Informality can lead to sloppiness
• Easy to edit/alter.
• Deletion does not mean
destruction
• Multiple copies of messages or
attached documents can be
easily printed and filed
Miscellaneous Tidbits
Do not send or forward:
• Chain Letters
• Promotions
• Advertisements
• Political Propaganda
• Any message that is lewd, crude,
or socially unacceptable.
• Rumors--check facts before
sending
Nothing Personal…E-Mail
is not Personal Property
• E-mail messages are the
property of the organization.
• There should be no
expectation of personal
privacy for e-mail.
• E-mail may be read by
others.
Managing Your
Messages
• Refrain from keeping ALL your
outgoing messages in “Sent
Items”.
• Empty trash when exiting.
• Use automated Archive feature.
• Establish an E-mail Policy.
• Set up personal folders to sort email based on retention schedule
and Subject Classification
System.
ND Subject
Classification System
• Folder Example:
E-mail Records
• Determine “official record”
status for retention purposes.
• Official Record:
– Made or received pursuant to
law or in connection with the
transaction of official business.
– Preserves evidence of the
agency’s organization,
functions, and activities.
– Documents agency programs,
policies, and decisions.
Retention of E-mail
• Refer to specific retention
schedule for the agency.
• Refer to State of North
Dakota General Retention
Schedule.
• Base retention on the content
of the message.
• Print and file in traditional
paper system, or
• Move to separate file location
for record-keeping purposes.
Digital Discovery
• E-mail may become evidence
during legal actions as official
records.
• Think before you write.
• Make sure your facts are
correct.
• Read and edit before sending.
• Keep copies to a minimum.
• Follow retention and deletion
guidelines.
Electronic
Communication Policy
Establish agency policy
regarding:
• Appropriate use of e-mail and
Internet
– Business and personal use of e-mail
systems and Internet
– Prohibit use for illegal, disruptive,
unethical, or unprofessional activities
• Privacy and access
– Identify who will be allowed access to
employee’s systems and under what
conditions
– Subject to discovery proceedings in
legal actions
Electronic
Communication Policy
• Security
– Must not be used to transmit classified
or confidential information
– Ensure passwords are used on all email systems
– Electronic communications are not
private
– Ensure e-mail systems are backed-up
and maintained
– Outline proper file downloading
safeguards
Electronic
Communication Policy
• Management and retention
– Records need to be identified,
managed, protected, & retained to
meet retention requirements
– Determine the length of time e-mail will
be allowed to remain on the system
– Determine the appropriate recordkeeping system for storing e-mail with
long-term value
Electronic
Communication Policy
• Roles and responsibilities
– Identify who is responsible for
activities, such as capturing messages
into record keeping systems,
determining the retention value,
training employees in appropriate use,
supporting & maintaining the system,
and ensuring security
– Users are responsible to:
• Be courteous & follow standards of
etiquette
• Protect others’ privacy & confidentiality
• Protect passwords
• Remove personal messages
• Comply with policies & procedures
Enterprise E-mail
System
• Consists of multiple platforms
–
–
–
–
–
Microsoft Outlook / Exchange
Lotus Notes / Domino
“Pioneer” (POP3)
Lotus cc:Mail
IBM OfficeVision
NOTE: This is a list of platforms
used by State agencies. It may
not be all-encompassing.
Enterprise E-mail
System
• Nightly mail server backups
taken and stored for two weeks
• Each person is allowed 30 Meg
on the mail server
• Data is not systematically purged
• Most systems can keep data on
client’s PC and/or file-server
– POP3 (Pioneer)
– Personal Folders & Archives
– Offline Folders
• There are at least two copies of
every message!
Internet Usage
• Internet sites create a “Cookie”
for that site.
• Web sites you visit and the length
of stay can be monitored.
• Don’t visit web sites that include
offensive material.
• Scan files with virus detection
software before installation or
execution.
• Agency web sites should include
disclaimer statement.
Voicemail System
• Voicemail messages should
be retained until action taken
• Voicemail messages are
deleted once you press “76”
and hang up
• Voicemail messages are
removed after 21 days
• Individual voicemail boxes
store 12 minutes of
messages
Questions?
Presented by:
Gary Vetter, ITD
Becky Lingle, ITD

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