Presentation Transcript

1. Washington State Archives Email Management “What should I be doing?” Presented by: Leslie Koziara Electronic Records Management Consultant leslie.koziara@sos.wa.gov October 2010
2. Have a game plan Identify what you need to keep How to organize emails How to disposition emails Overview Washington State Archives Documenting Democracy
3. As public employees, everyone needs to have a level of responsibility for the public records they create and use Records Management is a team sport! Washington State Archives Documenting Democracy
4. Have a game plan Build your team Coaches (records officer and managers) Players (assign roles and responsibilities) Quarterbacks = records coordinators Defense/offensive players = end users Special teams = IT and legal Washington State Archives Documenting Democracy
5. Goal! Successful organization and control is a win–win situation Agency benefits in lower costs and more efficient operations Employees benefit with better access and increased productivity Public benefits with transparency and prompt responses to any requests Washington State Archives Documenting Democracy
6. Is this your desktop? Black hole Washington State Archives Documenting Democracy
7. Retain all public records for the minimum retention period as listed on the approved Records Retention Schedule Once retention is met : Destroy if not an archival or permanent series If permanent, take appropriate action to retain Transfer to Washington State Archives all archival records Email Retention in a Nutshell... Washington State Archives Documenting Democracy
8. There are increased costs when you keep it all: Discovery and legal fees Administration/staff for maintenance Migration or recopying Disaster recovery/restoration Energy costs Think needle in a haystack: Less hay, easier to find the needle Why not just keep it all? Washington State Archives Documenting Democracy
9. Re-educate on email usage Employ meaningful subject lines Keep on topic, no digressing Reiterate appropriate use Keep only what you need to keep Train users what to keep, what to get rid of, and where to “file” it Washington State Archives Documenting Democracy
10. Cautionary notes If you are keeping only the last email in a string, just be aware: In a court of law, will the last one suffice as evidence of the entire string? Any modifications to the string done prior to that last one? How do you know? Washington State Archives Documenting Democracy
11. Email Archiving Generally just “storage” rather than “records management” Typically lacks coherent filing structure Generally no records retention functionality included Just so you know…there is a difference Washington State Archives Documenting Democracy
12. A winning strategy for emails Identify Organize Disposition Washington State Archives Documenting Democracy
13. Identify Using approved records retention schedules will help you: Identify records you need to keep Identify records you can get rid of Identify records needing additional attention Essential Archival Washington State Archives Documenting Democracy
14. Mission: Identify How do you know what you’ve got? Do an inventory An inventory will help you identify essential and archival records but also identify records that may be exempt or confidential Washington State Archives Documenting Democracy
15. Don’t agonize, organize! Use your approved retention schedules Schedules tell you what to do What records need to be kept – by series Minimum required period of time to keep them What to do once retention has been met Any remarks or special instructions Washington State Archives Documenting Democracy
16. Electronic Record Life Cycle CONSIDER CONTENT If NO retention value Delete Create or Receive Record Properly ID Record / Save DESTROY and document destruction When retention is met, ID records for destruction Non-Archival Keep until retention met If Archival Transfer Approve for destruction
17. Think electronic “file cabinets” Desktops and servers are digital “file cabinets” and should be used as such Just like traditional metal ones Organize! Washington State Archives Documenting Democracy
18. Build your structure Create a “file plan” or “file structure” Link to retention schedules Pre-determined file folders provide consistency, centralization and organization Mirror the plan throughout – use sameplan or structure for paper, email, desktop, network drives and servers Washington State Archives Documenting Democracy
19. Individual users move e-mails into pre-determined folders that match those on server or shared drive Good to set up as “working files”, or for records with no retention value Recommend “records with retention value” be retained on drives or servers Organizing emails – within email application Washington State Archives Documenting Democracy
20. GS22005
21. Next level Additional folders can be set up to further define the content – easy to locate and search, still all under DAN # GS 22005 Mirror this structure on shared drive or server for records with retention value Be diligent with cleaning out records with no retention value in these “working files” and save primary copies to shared drive
22. Designated shared drive or server is used as centralized “file cabinet” or repository Users save their emails into pre-determined folders in specific “drawers” Users can access in a centralized location Generally no active retention or disposition applied, but can set up system administrators to track files Organizing in shared drive or network server Washington State Archives Documenting Democracy
23. Centralization is a good thing One place, one folder, one retention In event of staff turnover, other “life happens” scenarios, more accessibility Increased search capability for discovery and disclosure purposes Can apply consistent retention and disposition to stored records, can appoint system administrator to manage and track It makes good sense Washington State Archives Documenting Democracy
24. Can look like this Conferences & Seminars GS22005 Create file “drawers” and create appropriate folders in a server or shared drive “electronic file cabinet” Marry up with appropriate retention schedules and mirror pre-set email folders
25. Next click Create appropriate file “drawers” and create the folders as necessary in which to “file” your information – all of these are still GS 22005
26. “Saved As” email Email regarding meeting room contract By using the .msg extension, it can saves record copy emails electronically and preserve the metadata as well AND will save attachments Using classifications and naming conventions make it easier to search and locate the information
27. Email saved using .msgextention in server along with other formats Drag and drop
28. BBy using the .msgextention, you are able to save emails with all the other formats together in one folder, under one record series, under one retention and manage it as a whole One place, one folder, one retention Get rid of the silos!
29. Attendance and Leave GS03030
30. For example 6 year retention after end of fiscal year Can add other records series as needed Delete after next completed eval
31. Local Gov’t CORE
32. Another example Additional file folders can be created as necessary under each record series Additional records series under a category can be added
33. Helpful hints Use existing retention schedules! Consult with users, enlist their input Work on keeping file names short and simple, yet make sense to users Keep file path/folder names under 255 characters & spaces, otherwise may have problems with access and retrieval Washington State Archives Documenting Democracy
34. Local Gov’t example
35. This series only has a 3 year retention, so can get rid of these files sooner This is an essential record and should have additional back up. It also has a long term retention This is a PERMANENT, ESSENTIAL and POTENTIALLY ARCHIVAL series and should noted and handled accordingly Also a PERMANENT, ESSENTIAL and POTENTIALLY ARCHIVAL series
36. Public Works
37. Right of Way files are ESSENTIAL and POTENTIALLY ARCHIVAL and should be tagged or marked and handled accordingly
38. School Districts Instructor/Teacher
39. DAN # SD 51-13-01 These records all have a retention of 6 years after close of fiscal year. Delete/destroy once retention has been met. Since folders are set up by year, all you need to do after retention has been met is document the destruction, and work with IT staff to remove files from system.
40. Course Description
41. DAN # SD 51-06A-19 These records all have a PERMANENT RETENTION Tag for special treatment and work with IT to ensure long term retention, accessibility, and authenticity. Back-ups and security are a must!
42. Case Files
43. For advice and assistance: recordsmanagement@sos.wa.gov Subscribe to listserv for the latest in updates http://www.sos.wa.gov/archives/RecordsManagement/ You Are Not Alone Washington State Archives Documenting Democracy
44. Records Professionals Rule! Washington State Archives: Partners in preservation and access www.sos.wa.gov/archives Washington State Archives Documenting Democracy