Mary Ott RIM Specialist NE SOS-Records Management Division March 20, 2012.
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Transcript of Mary Ott RIM Specialist NE SOS-Records Management Division March 20, 2012.
Records management is the efficient & systematic control
of records through their creation, receipt,
maintenance, use and disposition.
Email is a digital method of delivery for communication
Retention is based on the ‘content’ of the message
Is not saving all email messages forever Is not setting arbitrary time limits for all
messages Is not ‘managing’ because of mailbox size Is not declaring ‘email’ a records series Is not doing nothing
Records must be classified, stored, and destroyed consistent with business, legal historical and financial standards
NE SOS approved Records Retention and Disposition Schedules provide the guidelines employees need to manage records
Email management is performed by individual users Manual Management Automation - Microsoft Office 365 users will use
default retention policies and tags by applying the policies to folders and/or individual emails
List of records or series that determines how long/short a record is retained and provides the final disposition requirements
Schedules are developed based on the business, legal, financial and historical need for the record(s) by an agency or the state
Schedules are your only ongoing statutory authority to dispose of records
Series developed to provide retention guidance for communication not
scheduled/covered in an Agency Specific Schedule. Please check your agency
schedule(s) before using this series for the determination your email retention.
024-026 Communications, Nonrecord – Not related to state government transactions or activities
024-027 Communications, Short-Term (6 months) – Related to the business or operations of your office, but has no documentary or evidentiary value
024-025 Communication, Medium-Term (2 years) – Business/Operational requiring you to take a action or make a decision, but no long-term significance
024-023 Communication, Fiscal (5 years) – Documents purchases, financial obligations, fiscal revenue
024-024 Communications, Long –Term (8 Years) – Establish or implement policy, establish legal rights/responsibilities, document major transactions or has long-term significance for business/operations
024-022 Communications, Event-Driven (Date + Retention) – Open ended, event-driven retention which occurs at some future date
Mandatory Folder Structure Policy Development and Implementation Employees required to folder all sent and
received email Daily/Monthly Manage Email – Retention and
Disposition Including Calendar (2 Year Retention) All Staff with Email Account Trained (30) Training Based on Roles/Department Hands-on Training and Super User Help 1-1 New Staff Training (9)
Retention Policy – System default policies that allow users to apply the retention rules to their folders
Retention Tags – Used to apply the retention rules to individual messages
NE OCIO Email System – Six (6) default tags
Event Driven Records Audit Holds Legal Holds State Archives—For State Employees
designated by the State Archives as having historical role/position in an agency only (See SA Email Guide)
Emails in a ‘Hold’ Folder or with a ‘Hold” Tag will need to be managed manually & follow the appropriate disposition once their retention requirements are done
List/Serv ↔ NonRecord-No Retention Required
Email Response (hours of operation) ↔ 14 Days
Email Response (give recommendation/decision) ↔ 2 Years
Contract Negotiations ↔ Event (5 Years after end of contract, use Never)
Vacation/Sick Leave Request ↔ Approval-5 Years Original Request-14 Days
Internal Procedure Clarification ↔ 2 Years
Policy Development/Decision ↔ 8 Years
Feedback on a Report ↔ 2 Years
Electronic Subscription ↔ Professional Interest < 6 Months
Contact Information – Mary Ott, RIM Specialist◦ [email protected] OR 402-471-4184◦ NE SOS Records Management Division
440 South 8th Street, Suite #210, Lincoln, NE 68508◦ Website Addresses
http://www.sos.state.ne.us/dyindex.html http://www.sos.state.ne.us/records-management/
retention_schedules.html
NE State Historical Society (State Archives)◦ Gayla Koerting, State Archivist &
Curator of Government Records◦ [email protected] OR 402-471-4785