Information Technology Policy Manual 2022

following e-mail archiving solution: Veritas Enterprise Vault .

Record Retention Schedule The following table lists all e-mail categories and types created and maintained by the City of Greensboro that qualify as business records or messages that must be retained under the law. For each department a retention schedule and method of disposal has been defined. See Attachment A. Although the administration of e-mail systems may differ, typically users are responsible for managing individual e-mail messages. Organizing e-mail in a record-keeping system adds effectiveness to its overall management. Transitory Messages Most email records are created primarily for routine communication or information exchange. These messages should be considered transitory records that do not have lasting value (defined below) and should be: 1. Read and promptly deleted; or 2. Read and retained on the active server for no longer than the default retention period (defined below) or until their usefulness has ended (whichever occurs first), and then promptly deleted; or

3. Read and moved off the active server when job requirements necessitate retention for periods longer than the default retention period, and then promptly deleted when their usefulness has ended.

Examples of transitory messages:

• Notices about meetings orevents

• Internal requests for information

• An inquiry about department course offerings or scheduling issues

• Announcements, etc.

• Drafts and working papers for internal and external policies; internal administrative reports, such as daily and monthly activity reports; internal, non-policy-level documents, such as informal workflows and manuals; and presentations, workshops, and other explanations of agency policy that are already formally documented Lasting Value Messages When the contents of an email exhibits one or more of the following characteristics, it should be classified as having lasting value:

Has operational value (required by a department to perform its primary function) • Administrative actions taken or planned

• Reports or recommendations

• Policies, procedures, guidelines, rubrics, or

templates

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Email Retention and Disposition Policy