FALL HAUL EVENT

October 21, 2014 Greetings CMEEC!

At the PIF Ellen shared that CMEEC will be joining thousands of Microsoft customers that exercise an automated email retention policy. We appreciate and understand concerns of approaching deadlines and growing workloads. As a way to address those concerns, the admin team is throwing a FALL HAUL event. It is an opportunity to focus an entire day on cleaning out work areas, virtually and physically. Extra shred bins will be placed strategically throughout the building and admin staff will be available to help when needed.

The work-atmosphere will include music and breakfast and lunch will be provided to enjoy throughout the day. Please dress in casual attire, suitable for lifting. While cleaning out your emails, be aware all folders within your account will have a 2 year retention, with few exceptions. An informational packet will be provided before the Fall Haul event to address all specifics.

The big day will be November 14th. Flyers are posted in high traffic areas for reference leading up to the event.

FALL HAUL Tips

Deciding what to throw away is difficult, use these tips to help decide what to do with the documents you review.

Paper Documents

1. What do I do with copies (drafts)? Copies of controlled documents do not need to be saved, unless they have important notes added, that should be maintained. Process owners are responsible for the original version of controlled documents. Drafts are not controlled documents, they are previous versions of a controlled document.

2. What do I do with controlled documents? Original controlled documents should be left with the admin team to scan to the O drive, if it hasn’t been scanned yet. Process Owners decide where they would like the original controlled documents stored.

3. Should everything I don’t keep go in a shred bin? Not everything needs to be shredded. Shred bins are for documents that are confidential or contain proprietary information about CMEEC, Transco and their members.

Electronic Documents

1. What happens if I accidentally delete a file? First, look in the Recovery Bin on your desktop for the deleted file. If unable to locate the file, send an email to IT with the following information: time, location and file name. Inform IT as soon as possible as there is a limited recovery time.

2. Can I save controlled documents in the O drive?

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Everyone has the ability to save documents to the O drive. Reference the retention schedule for the controlled documents in your department. If you do not have a retention schedule contact Tiana, Ellen or Kristen. When saving use discretion and mimic the existing file name formatting. Below is a sample of the CMEEC naming convention format:

Entity name_Doc Type_MM-DD-YYYY

3. How can I save my email so it is easy to search?Save emails as msg. files in a folder in the U or W drive, by date (month or year).Emails will save with the subject line as the title. You will be able to search thefolder by message content and senders/recipients.

4. What is going to happen in my email account with the coming retention policychange?There will be no noticeable interruptions to the user experience. There will be nonotifications, alerts or prompts after the retention change is implemented. Youwill be notified prior to and immediately following the retentions policy change.See below for retention terms by inbox folder.

2 year retention:

* This is the defaultretention for any folder not otherwise identified.

30 day retention

1 year retention

30 day retention

2

NOVEMBER 14, 2014

7:30 AM

8:00 AM Food delivery and setup -SM, EG

8:15 AM Check staff emailboxes -EK

8:30 AM Setup containers and materials -TN

9:00 AM

9:30 AM

10:00 AM

10:30 AM Board room cleanup -TN, KW

11:00 AM

11:30 AM Weenie Truck arrival -SM, EK

12:00 PM2014 Year 12:30 PM

1:00 PM Band arrival and setup -SM, EK

November Month 1:30 PM

2:00 PM

Post Poems -TN, Post Outfit nominations -Kristen, Post Captions -TN, check staff emailboxes -EK

14 Day 2:30 PM

3:00 PMStaff reporting to O&F -all teammates, Contestants singing -EK

3:30 PM

Weenie Truck Leaving -SM, Counting Ballots and calculating winner list -TN, KW, Paper Toss Contest -EK

4:00 PM Award Announcements -EK4:30 PM Band Departure5:00 PM

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NOTES / TO DO LIST

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Break

14VIEW SCHEDULE

EDIT SCHEDULE

assigned tasks are to help

focus our time

Friday

HIGHLIGHT IN SCHEDULE:

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ADD EVENT

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Breakfast Menu

November 14, 2014

Panera Bread Catering

Fruit Salad

Breakfast Sandwiches Ciabatta with Bacon Egg and Cheese, French Toast Bagel with Sausage Egg and Cheese, Mediterranean Egg White on Ciabatta, or Everything Bagel Steak Egg and Cheese

Egg Soufflés Spinach and Bacon Baked Egg Soufflé, Roasted Tomato & Feta Baked Egg Soufflé

Morning Pastries

FALL HAUL

To the shred bins, Robin!

The Office and Facility team is hosting an event to facilitate office and email cleanout.

· Breakfast and lunch will be provided

· Admin staff available for questions

· Casual dress · Music

November 14, 2014 During the hours of 8 am and 5 pm review and cleanout relevant materials in electronic mailboxes, files and personal storage areas (desks, book shelves, file cabinets, etc.).

CT MUNICIPAL ELECTRIC ENERGY COOPERATIVE 30 Stott Ave www.cmeec.com

Fall Haul Countdown

2 days

November 14, 2014