State of Nebraska Email Management MS Outlook Exchange

State of Nebraska Email Management – MS Outlook / Exchange 2010 (name) (title) (agency/division) (date)

Records Management (RM) Records Management is the systematic control of records through creation, receipt, maintenance, use and disposition.

Email Management � Email is electronic communication � Retention is based on the ‘content’ � Is NOT saving all email forever � Is NOT setting arbitrary time limits for all messages � Is NOT managing based on available mail box size � Is NOT declaring ‘email’ a records series � Is NOT a ‘do-nothing’ strategy

Records Management & Email Management � Records must be classified, stored, and disposed consistent with business, legal historical and financial requirements � NE SOS approved Records Retention and Disposition Schedules provide the guidelines � State of Nebraska Microsoft Outlook / Exchange 2010 System has default retention policies / tags � Users perform email management based on the message content and apply policies/tags to folders and/or individual emails

Retention Schedules � List of records that determines length a record is retained and provides the final disposition requirements � Schedules are developed based on business, legal, financial and historical requirements for the record as determined by agencies and/or the state � Schedules are your ONLY ongoing statutory authority to dispose of records

Email System Default Retention Policies & Tags � 6 default retention policies/tags

Schedule 124 – Communication Series � Series developed to provide retention guidance for communication not covered in agency specific schedules � Check your agency specific schedule(s) before using this series to determine your email retention requirements

Communication – Schedule 124 items � 124 -034 Communications, Nonrecord – Not related to state government transactions or activities � 124 -035 Communications, Short-Term (6 months) – Related to the business or operations of your office, but has no documentary or evidentiary value � 124 -033 Communications, Medium-Term (2 years) – Business/Operational requiring you to take a action or make a decision, but no longterm significance

Communication – Schedule 124 items (cont. ) � 124 -031 Communications, Fiscal (5 years) – Documents purchases, financial obligations, fiscal revenue ◦ Also see, 124 -052 Enterprise Data For Government Efficiency (EDGE) � � 124 -032 Communications, Long –Term (8 Years) – Establish or implement policy, establish legal rights/responsibilities, document major transactions or has long-term significance for business/operations 124 -030 Communications, Event-Driven (Date + Retention) – Open ended, event-driven retention which occurs at some future date

Management of Records Under HOLD - Event (Never) Policy/Tag” � Email containing: ◦ Content with open ended, event-driven requirements where retention is ‘triggered’ by a future date or event ◦ Content under a legal or potential litigation HOLD requirement ◦ State Employees designated with significant historical roles within their agency by the State Archivist � (See the NE State Historical Society Communications/Correspondence Guideline) � Email under this designation requires manual review and management at the conclusion of an event

Decision Tree

Email Content and Retention Recommendations Email Content Recommendation List/Serv Non. Record – No Retention Required Email Response “Hours of Operation” 14 Days Email Response “Makes Recommendation or Decision” 2 Years Contract Negotiations HOLD - Event (Never) (5 Years after End of Contract - Manual Management) Vacation /Sick Leave Request Received Approval – 5 Years Sent Request – 14 Days Internal Procedure Clarification 2 Years Policy Development and Decisions 8 Years Feedback on Reports or Studies 2 Years Electronic Magazines/Subscriptions < 6 Months or Less (Value – Professional Interest) Professional Reference Materials – Received or Sent < 6 Months or Less (Value – Professional Interest) Projects HOLD – Event (Never) ( 5 Years after Project Conclusion – Manual Management)

State Archives Guideline for Communication/Correspondence

MS Outlook / Exchange 2010 RM Information � Default Retention Policies/Tags � Automated email disposal based on rules and the system cycling process � Manual Management for some email � Parent folders with assigned Retention determine disposition for sub-folders & email unless: �Sub-folder given a different RM policy or individual email tagged with a different RM requirement

MS Outlook / Exchange 2010 Email Management � MS Outlook / Exchange 2010 allows end users: ◦ Management of email ◦ By applying retention policies/rules to folders and or individual email ◦ Allows flexibility in development of personal folder organization/structure

Folder Retention Policies Assign a retention policy to folders: 1. In the Navigation Pane, click a mail folder. 2. On the Folder tab, in the Properties group, click Policy. 3. On the Policy tab, in the Folder Policy list, click an entry based on your agency’s schedules/guidelines. ***NOTE: All subfolders and individual emails within folders will assume the retention rule of folder. It is possible to modify sub-folders and individual emails within folder. But when this is done, the sub-folder retention and/or individual email retention will override the ‘parent’ folder rule.

Individual Email Tagging Assign a retention policy to email messages: 1. In the message list, click a message. 2. On the Home tab, in the Tags group, click Assign Policy. 3. Under Retention Policy, click an entry based on your organization’s guidelines. ***NOTE: The retention policy for a message appears in the header in the Reading Pane under the recipient names and includes the expiration date. If no retention policy is applied, no information appears under the message recipient names.

Event Folder – Manual Management �Email Designated as EVENT ◦ Manual management required ◦ Must track based on “trigger” ◦ Once “trigger” has occurred: �Assign policy �Or move to appropriate folder to initiate retention clock

Other Options and Guidance

Common E-mail Tips � Compose too quickly. � Hitting "reply all" unintentionally. This is a biggie. And it's not just � E-mail when you're angry. NEVER DO IT! � Subject Line Importance. Use brief, meaningful and descriptive subject � Sending Prematurely. � Forgetting or Sending the wrong attachment. Creates duplicate � Not reviewing all new messages before replying. When you return to � Including your full e-mail signature � Failing to include basic greetings. Grandma reads it. Don't be careless; write all e-mail as though embarrassing. lines. Change the subject line if you change the topic. Enter the recipient's e-mail address AFTER your e-mail is ready. This helps reduce the risk of an embarrassing misfire, such as sending an important e-mail to the wrong person or e-mailing a half-written note. effort & clutters the system. the office after a week away, review all new e-mails before firing responses. adds clutter. in a response again and again. No need, Simple pleasantries; “hello" and "thanks“.

RESOURCES � Nebraska SOS – Records Management Division 440 South 8 th Street, Suite #210 Lincoln, NE 68508 Website Addresses - http: //www. sos. state. ne. us/dyindex. html Duane Doppler, CRM - Electronic Records Manager duane. dopper@nebraska. gov OR 402 -471 -2747 � NE State Historical Society (State Archives) Gayla Koerting, State Archivist & Curator of Government Records gayla. koerting@nebraska. gov OR 402 -471 -4785

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