Brent R. Holladay Chief Deputy, Information Resources Lake County Clerk of Courts

Size: px
Start display at page:

Download "Brent R. Holladay Chief Deputy, Information Resources Lake County Clerk of Courts bholladay@lakecountyclerk.org 352-742-4109"

Transcription

1 Brent R. Holladay Chief Deputy, Information Resources Lake County Clerk of Courts

2 A Review of Where We re At November 2009 session on Electronic Records Retention 5 years have passed, but not much has changed Format Review (how much do you remember from 5 years ago?) Update Objective 1: Where/how to start educating users Objective 2: What has worked and what didn t work Objective 3: How to repeat and reinforce the message Discuss what others are doing

3 Review Public Records A record is a record is a record Public Records - Section (12), F.S. all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency Florida Supreme Court When information is intended to perpetuate, communicate, or formalize knowledge

4 Review Records Management IT, RMs and legal counsel must work together Legal requirements for access to electronic records Training Archiving vs. retention, ediscovery, etc. Establish Public Record Request procedures Key is to establish your Records Management Policy, document it, approve it, and comply with it Definitions Duties and Responsibilities Retention policy

5 Policy Resources Florida Department of State, Division of Library and Information Services (DLIS), Bureau of Archives & Records Management GS1-SL, State and Local Government Agencies (2013) GS11, Clerks of Court Records (2010) DLIS schedules are minimum retention times Offer Training Courses Florida Rules of Judicial Administration, Rule 2.430, Retention of Court Records

6

7 Public Records Defined by content, not mode of communication and other electronic documents may be public records Only Record (Master) Copy retained Original created by sender Recipient of from outside source Duplicate/convenience copies can be deleted

8 Records Retention Policy Compliance RMLO responsible for creation of and compliance to policy Records Inventory Retention Schedules Record Retention Types Retention Practices Records Disposition Annual Records Management Compliance Statement to DLIS

9 Best Retention Practices - General Objective 1: Where/how to start educating users New employee orientation Security, Use and Privacy Public Records and Records Retention Objective 3: How to repeat and reinforce the message Constant vigilance! (Mad-Eye-Moody in Harry Potter and the Goblet of Fire) Ongoing Training / Awareness MS-ISAC posters Periodic s (phishing, encryption virus, etc.) Annual certification (with test and signed statement)

10 Best Retention Practices - Each employee is the record keeper Retention is based on content Non-public should be deleted Disposition of non-osa must be documented system is not an automatic retention system Establish policy and training program Label to facilitate record series id Typical record series: Correspondence and Memoranda: Administrative 3 FY Correspondence and Memoranda: Program and Policy Development 5 FY

11 How Do We Manage All These s? (DLIS Slides) Individual user management Agency/Enterprise wide management Either way: Do not use an system for retention of record copies of permanent/long-term records Print Save in a universal format (e.g., HTML) Save to a different storage medium

12 Individual User Management Organize Folders to Identify Retention Requirements: Determine what record series applies to the s you create, maintain or receive Create folder titles that reflect the retention requirements of those record series Manage both your sent folder and inbox (At one point, we had thought to skip the labeling of folders)

13 Individual User Management Inbox should be temporary storage Delete messages with an OSA Documents the disposition of all non-osa Manage your s regularly. Move to folders or delete: As they arrive As you act on them On a regular weekly or monthly schedule

14 Individual User Management Clean out your folder once retention requirement have been met: Retain the record Dispose of the mail record Empty trash/deleted items folder after deleting s BRH Notes: Document what you have done Policy dictates who is authorized to dispose of (process to approve and dispose) DOS: One RMLO, department coordinator, each person deletes own and reports once a year; 6 or 10 yr

15 Agency/Enterprise Wide Management 1. Determine the longest retention requirement that might apply to any record copy s in your system 10 years? (e.g., building permits) 7 years? (e.g., patient medical records) 6 years? (e.g., HIPPA related records) 5 fiscal years? (e.g., purchasing records)

16 Agency/Enterprise Wide Management 2. Establish automatic system storage periods to accommodate most, or all, s in the system that are record copies Most record copy s may have a retention period of five fiscal years or less Establish the system storage period at 6 years (Lake chose 6 years 6 months based on longest retention period being 5 years calendar or 5 fiscal + audit)

17 Agency/Enterprise Wide Management 3. Establish procedures for ensuring retention outside the system of record copy s with retention requirements exceeding the system storage period (e.g., print, convert) 4. Establish procedures for ensuring retention of records under legal hold as required for litigation, audit, or investigation

18 DOS Sample Inbox

19 Additional BRH Notes: Enterprise segment added due to software improvements Who keeps record copy? What records series do you use? (Lake 1 yr evaluation) Simplify by setting single policy at longest retention Don t have to sort into records series, but Best practice is to do so to verify compliance intent Can do so on a go-forward basis Document by listing all record series, especially longest

20 Lake County Clerk of Court Electronic Document Management Program Survey of records Determination of electronic records Program to retain records Initial focus: (Outlook) Electronic Documents - SharePoint

21 Records Survey

22 Lake Retention Project Retention vs archiving Low cost solution Outlook based Requires individual responsibility Automate where possible Ability to report compliance

23 Voic , Messaging and Text Voic Employees are prohibited from using voic to communicate official Clerk business or other public record that requires retention. Messaging The Clerk uses Microsoft s Lync for internal messaging. Employees are encouraged to use Lync for messaging. The conversation history feature is enabled which automatically forwards copies of messages to the employee s for retention purposes where needed.

24 Voic , Messaging and Text Texting The Clerk prohibits the use of texting for official Clerk business. Texting should only be used for communications that do not require retention. If an employee inadvertently receives or sends a text that requires retention, the employee must forward the message to the employee s or other record format that can be retained.

25 Employee Training Presentation

26 Objective 2: What has worked and what didn t work Didn t do Centrally distributed complex filing system Did work Simple Employee centric Continual reinforcement

27 What Can You Get? This presentation Lake Clerk Records Management Policy ( ) Lake Clerk Security, Use, and Privacy Policy ( ) Lake Clerk GS1-SL Retention Spreadsheet (v. 2009) Lake Clerk Retention Training presentation Department of State (DOS) Policy

28 Questions? Brent Holladay Lake County Clerk s Office

RECORDS DESTRUCTION PROCEDURE

RECORDS DESTRUCTION PROCEDURE RECORDS DESTRUCTION PROCEDURE The District School Board of Collier County Prepared by Donna Woods Records Management Liaison Officer woodsdo@collier.k12.fl.us RECORDS DESTRUCTION PROCEDURE Table of Contents

More information

EMAILS AS PUBLIC RECORDS TRAINING

EMAILS AS PUBLIC RECORDS TRAINING Office of the EMAILS AS PUBLIC RECORDS TRAINING Bruce A. Harris, Esq. Senior Associate Counsel Administrative/Regulatory Compliance & Governance s Office February 12, 2008 Office of the Web Based Online

More information

EMAIL MANAGEMENT GUIDELINES

EMAIL MANAGEMENT GUIDELINES EMAIL MANAGEMENT GUIDELINES FOR COUNTIES AND MUNICIPALITIES 1. Purpose The purpose of these guidelines is to ensure that the electronic mail records of county and municipal government officials and employees

More information

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009 State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN January 2010 December 2012 DECEMBER 31, 2009 Florida Department of State State Library and Archives of Florida 850.245.6750 http://dlis.dos.state.fl.us/recordsmanagers

More information

Practical tips for managing e mail

Practical tips for managing e mail E MAIL MANAGEMENT E mail messages both sent and received that provide evidence of a government transaction are considered public records. Agencies and locality Records Officers must ensure that e mail

More information

VILLAGE OF PALMETTO BAY PUBLIC RECORD REQUEST POLICY

VILLAGE OF PALMETTO BAY PUBLIC RECORD REQUEST POLICY VILLAGE OF PALMETTO BAY PUBLIC RECORD REQUEST POLICY TABLE OF CONTENTS I. Introduction II. III. IV. Scope Purpose References V. Definitions VI. VII. VIII. Policy Determination of Public Record for Village

More information

Discovery Technology Group

Discovery Technology Group Discovery Technology Group E-mail Retention: Readiness Survey E-mail now represents the largest source of new documents and records generated within a company, and the most troublesome from a retention

More information

Board of County Commissioners Leon County, Florida

Board of County Commissioners Leon County, Florida 10.03 Board of County Commissioners Leon County, Florida Title: Public Records Law, E-mail, Social Media/Networking, and Archiving Date Adopted: April 12, 2011 Effective Date: April 12, 2011 Reference:

More information

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM. Revised January 15, 2014

SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM. Revised January 15, 2014 SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM Revised January 15, 2014 Page 1 Introduction In compliance with the Code of Virginia, Section 42.1085, Southwest Virginia Community College

More information

State of Florida THE BASICS OF RECORDS MANAGEMENT REVISED ISSUE DATE OCTOBER 2009. Florida Department of State State Library and Archives of Florida

State of Florida THE BASICS OF RECORDS MANAGEMENT REVISED ISSUE DATE OCTOBER 2009. Florida Department of State State Library and Archives of Florida State of Florida THE BASICS OF RECORDS MANAGEMENT REVISED ISSUE DATE OCTOBER 2009 Florida Department of State State Library and Archives of Florida Tallahassee, Florida 850.245.6750 http://dlis.dos.state.fl.us/recordsmanagers

More information

Electronic Records Management Guidelines

Electronic Records Management Guidelines Electronic Records Management Guidelines I. Objectives The employees of the Fort Bend Independent School District (the District ) routinely create, use, and manage information electronically in their daily

More information

EFFECTIVE DATE: JULY 1, 2010

EFFECTIVE DATE: JULY 1, 2010 Town of Florence POLICY TITLE: EMAIL RETENTION POLICY RESPONSIBLE DEPARTMENT: Town Clerk Office APPROVAL: EFFECTIVE DATE: JULY 1, 2010 AP / RESOLUTION NO.: 2010-02 REFERENCES: TOWN MANAGER SIGNATURE: TOWN

More information

FISCAL IMPACT: Approval of Electronic Messaging Retention Policy. 1. Approve the Electronic Messaging Retention Policy.

FISCAL IMPACT: Approval of Electronic Messaging Retention Policy. 1. Approve the Electronic Messaging Retention Policy. THE BOARD OF SUPERVISORS OF THE COUNTY OF STANISLAUS ACTION AGENDA SUMMARY " DEPT: Chief Executive Office BOARD AGENDA # *B-5 Urgent Routine @o AGENDA DATE October 21,2008 CEO Concurs with Recommendation

More information

State of Florida RECORDS MANAGEMENT SELF-EVALUATION GUIDE. Published September 1999. Division of Library and Information Services

State of Florida RECORDS MANAGEMENT SELF-EVALUATION GUIDE. Published September 1999. Division of Library and Information Services State of Florida RECORDS MANAGEMENT SELF-EVALUATION GUIDE Published September 1999 Division of Library and Information Services Bureau of Archives and Records Management The Capitol Tallahassee, Florida

More information

Updated 02/12/07. The information presented here is not intended to supersede the counsel of professionals within an Arkansas agency

Updated 02/12/07. The information presented here is not intended to supersede the counsel of professionals within an Arkansas agency Frequently Asked Questions Related to The Arkansas General Records Retention Schedule Question: Does the proposed records retention schedule list all the records my must hold and, if not, does this mean

More information

POLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS

POLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS POLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS 1. Purpose Establish and clarify a records management policy for municipal officers with respect

More information

RECORDS AND INFORMATION MANAGEMENT AND RETENTION

RECORDS AND INFORMATION MANAGEMENT AND RETENTION RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and

More information

COLORADO COMMUNITY COLLEGE SYSTEM SYSTEM PRESIDENT S PROCEDURE ELECTRONIC COMMUNICATIONS MANAGEMENT AND RETENTION PROCEDURES

COLORADO COMMUNITY COLLEGE SYSTEM SYSTEM PRESIDENT S PROCEDURE ELECTRONIC COMMUNICATIONS MANAGEMENT AND RETENTION PROCEDURES Page 1 of 6 SP 3-125d COLORADO COMMUNITY COLLEGE SYSTEM SYSTEM PRESIDENT S PROCEDURE ELECTRONIC COMMUNICATIONS MANAGEMENT AND RETENTION PROCEDURES EFFECTIVE: June 14, 2009 REFERENCE: BP 3-125; Electronic

More information

Basic Records Management Practices for Saskatchewan Government*

Basic Records Management Practices for Saskatchewan Government* Provincial Saskatchewan Archives R of Saskatchewan Basic Records Management Practices for Saskatchewan Government* Provincial Archives of Saskatchewan (306) 787-0734 recordhelp@archives.gov.sk.ca www.saskarchives.com

More information

Chapter 2.82 - RECORDS MANAGEMENT Sections:

Chapter 2.82 - RECORDS MANAGEMENT Sections: Chapter 82 - RECORDS MANAGEMENT Sections: 8010 - Government records findings Recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake

More information

University of Louisiana System

University of Louisiana System Policy Number: M-17 University of Louisiana System Title: RECORDS RETENTION & Effective Date: OCTOBER 10, 2012 Cancellation: None Chapter: Miscellaneous Policy and Procedures Memorandum Each institution

More information

Walton County Clerk of the Court s Office Fixed Asset Review. Martha Ingle Clerk of the Courts

Walton County Clerk of the Court s Office Fixed Asset Review. Martha Ingle Clerk of the Courts Walton County Clerk of the Court s Office Fixed Asset Review Martha Ingle Clerk of the Courts Internal Audit Department Johnny Street Internal Audit Manager Report 09-02 May 2009 August 3, 2009 Martha

More information

Hillsborough County Records Management

Hillsborough County Records Management Hillsborough County Records Management General Schedule GS1-SL Compliance and Tony Anderson, Records Manager OCA Records Center 813-635-8350 Office 813-601-3792 Cell Email: andersont@hillsboroughcounty.org

More information

Florida State College at Jacksonville

Florida State College at Jacksonville Florida State College at Jacksonville Records Management Training Manual January 2015 Steve M. Lewis, President 813.205.2850 stevemlewis@msn.com www.smlinfo.net and Florida State College at Jacksonville

More information

E-MAIL RETENTION BEST PRACTICE. Issue Date: April 20, 2011. Intent and Purpose:

E-MAIL RETENTION BEST PRACTICE. Issue Date: April 20, 2011. Intent and Purpose: E-MAIL RETENTION BEST PRACTICE Issue Date: April 20, 2011 Intent and Purpose: The intent of this best practice is for county officials to have an educational mechanism to explain requirements for maintaining

More information

2.82.010 Government records findings--recognition of public policy.

2.82.010 Government records findings--recognition of public policy. Chapter 2.82 RECORDS MANAGEMENT 2.82.010 Government records findings--recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake County

More information

Department of Veterans Affairs VA Directive 6311 VA E-DISCOVERY

Department of Veterans Affairs VA Directive 6311 VA E-DISCOVERY Department of Veterans Affairs VA Directive 6311 Washington, DC 20420 Transmittal Sheet June 15, 2012 VA E-DISCOVERY 1. REASON FOR ISSUE: To establish policy concerning the care and handling of documents

More information

E-mail Management: A Guide For Harvard Administrators

E-mail Management: A Guide For Harvard Administrators E-mail Management: A Guide For Harvard Administrators E-mail is information transmitted or exchanged between a sender and a recipient by way of a system of connected computers. Although e-mail is considered

More information

West Chester University Records Management Policy

West Chester University Records Management Policy 1. Introduction West Chester University is committed to effective records management to preserve its history, meet legal standards, optimize the use of space, minimize the cost of record retention, and

More information

CITY OF SEBASTIAN RECORDS MANAGEMENT POLICIES AND PROCEDURES MANUAL 2014

CITY OF SEBASTIAN RECORDS MANAGEMENT POLICIES AND PROCEDURES MANUAL 2014 CITY OF SEBASTIAN RECORDS MANAGEMENT POLICIES AND PROCEDURES MANUAL 2014 INDEX Introduction to Records Management Overview of Florida Statutes and Florida Administrative Code Provisions List of Florida

More information

Guidelines for Managing E-Mail in Kentucky Government 1

Guidelines for Managing E-Mail in Kentucky Government 1 Guidelines for Managing E-Mail in Kentucky Government 1 I. Introduction Electronic Mail (e-mail) is an important communication tool for conducting government business in the Commonwealth of Kentucky. Increasingly,

More information

Microsoft Outlook 2013

Microsoft Outlook 2013 Microsoft Outlook 2013 1. Get started with Outlook 2013 Identifying new features of Outlook 2013 Connecting to email accounts Troubleshooting connection problems Connecting to Exchange accounts Connecting

More information

Guidelines and Best Practices for Implementing Revised DEO Policy 4.09, Records Management Procedures

Guidelines and Best Practices for Implementing Revised DEO Policy 4.09, Records Management Procedures Introduction The DEO Policy 4.09, Management Procedures, aligns DEO records management with the state laws and Department of State (DOS) rules on records management that apply to all state agencies. Besides

More information

ACCESS, PRODUCTION AND RETENTION OF CITY RECORDS

ACCESS, PRODUCTION AND RETENTION OF CITY RECORDS 1.05-3 1 of 6 I. PURPOSE This directive prescribes the rules regarding access, production, and retention of City records. II. POLICY A. All records and other matters in City offices are presumed to be

More information

Table of Contents. Chapter No. 1. Introduction 1. 2. Objective 1. 3. E-mail Use Compliance 1. 4. Definitions 2. 5. Roles and Responsibilities 2

Table of Contents. Chapter No. 1. Introduction 1. 2. Objective 1. 3. E-mail Use Compliance 1. 4. Definitions 2. 5. Roles and Responsibilities 2 Table of Contents Chapter Subject Page No. 1. Introduction 1 2. Objective 1 3. E-mail Use Compliance 1 4. Definitions 2 5. Roles and Responsibilities 2 6. Creation and Use of E-mails 3 7. Managing E-mails

More information

PINAL COUNTY POLICY AND PROCEDURE 2.50 ELECTRONIC MAIL AND SCHEDULING SYSTEM

PINAL COUNTY POLICY AND PROCEDURE 2.50 ELECTRONIC MAIL AND SCHEDULING SYSTEM PINAL COUNTY POLICY AND PROCEDURE 2.50 Subject: ELECTRONIC MAIL AND SCHEDULING SYSTEM Date: November 18, 2009 Pages: 1 of 5 Replaces Policy Dated: April 10, 2007 PURPOSE: The purpose of this policy is

More information

Ogden City. What HAS and has NOT worked for us in making policies...

Ogden City. What HAS and has NOT worked for us in making policies... Ogden City What HAS and has NOT worked for us in making policies... Records Management Ogden is on it's third system Can you find all the data you need for your single view of the customer? At Ogden City,

More information

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY DOC. T99-061 Passed by the BoT 8/4/99 UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY The President of the University shall adopt guidelines to require that each campus

More information

E-Discovery Perils: The AutoArchive Function Not Gone, But Forgotten?

E-Discovery Perils: The AutoArchive Function Not Gone, But Forgotten? E-Discovery Perils: The AutoArchive Function Not Gone, But Forgotten? Thomas J. Smith This article examines the hidden perils, from an e-discovery and records management perspective, of the AutoArchive

More information

BPA Policy 236-260 Email Systems User Policies

BPA Policy 236-260 Email Systems User Policies B O N N E V I L L E P O W E R A D M I N I S T R A T I O N BPA Policy Email Systems User Policies Governance and Compliance Table of Contents.1 Purpose & Background... 2.2 Policy Owner... 2.3 Applicability...

More information

FDU - Records Retention policy Final.docx

FDU - Records Retention policy Final.docx Records and Information Management Program Policy and Procedure Responsible Office Office of the General Counsel Effective Date 04/01/2012 Responsible Official General Counsel Last Revision I. Rationale

More information

Rules, Policy and Industrial Relations Committee/Committee of the Whole Meeting of September 12, 2008

Rules, Policy and Industrial Relations Committee/Committee of the Whole Meeting of September 12, 2008 Agenda Item No. 2 To: From: Rules, Policy and Industrial Relations Committee/Committee of the Whole Meeting of September 12, 2008 Bob Haar, Director of Information Systems Celia G. Kupersmith, General

More information

AUSTIN COMMUNITY COLLEGE CONTINUING EDUCATION OUTLOOK INTRODUCTION. (9 hours) ITNW 3012 COURSE SYLLABUS

AUSTIN COMMUNITY COLLEGE CONTINUING EDUCATION OUTLOOK INTRODUCTION. (9 hours) ITNW 3012 COURSE SYLLABUS Course Description: An introduction to using the many features of this software package including the contact manager, electronic mail, calendar, tasks, journal, and note. Prerequisites: Fundamentals of

More information

Exchange Managed Folders versus SharePoint for Email Records Management

Exchange Managed Folders versus SharePoint for Email Records Management Exchange Managed Folders versus SharePoint for Email Records Management This white paper discusses Microsoft Exchange Managed Folders versus SharePoint for email records management. It offers several considerations

More information

Recalling A Sent Message in Outlook 2010

Recalling A Sent Message in Outlook 2010 Recall or replace an email message that you sent The recall feature in Microsoft Outlook tries to stop delivery and, optionally, replace an email message that you have already sent to another Microsoft

More information

STATE OF WYOMING Electronic Mail Policy

STATE OF WYOMING Electronic Mail Policy Introduction: STATE OF WYOMING Electronic Mail Policy Pursuant to Executive Order 1999-4 dated the 23rd of December, 1999 Electronic mail (e-mail) enables the user to send and receive messages, make appointments,

More information

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT EMAIL MANAGEMENT POLICY STATEMENT Town of Cottesloe email accounts are intended for business transactions in support of the Town s strategic goals and objectives. Accordingly any email transmission residing

More information

Email Retention Policy: Site Level Transition Information. January 14, 2013

Email Retention Policy: Site Level Transition Information. January 14, 2013 Email Retention Policy: Site Level Transition Information January 14, 2013 1 Overview On January 14, 2013, the Email Retention Policy will be implemented All mailbox accounts at our business locations

More information

UNIVERSITY EMAIL CHANGES. Where we re going and how we get there

UNIVERSITY EMAIL CHANGES. Where we re going and how we get there UNIVERSITY EMAIL CHANGES Where we re going and how we get there Basic Roadmap 1. Organize your GroupWise Archive(s) Now until your migration day 2. IT Staff will run a tool to move your GroupWise Archive(s)

More information

Sub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law)

Sub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law) Aida S. Montano Bill Analysis Legislative Service Commission Sub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law) Reps. Oelslager, Flowers, Buehrer, White, Trakas BILL SUMMARY

More information

Records Management Services We re not just paper. We are compliance.

Records Management Services We re not just paper. We are compliance. Information compliance is everyone s responsibility. But for us it s a job. Records Management Services We re not just paper. We are compliance. Call Records Management Services for assistance if you have

More information

RECORDS MANAGEMENT TRAINING

RECORDS MANAGEMENT TRAINING RECORDS MANAGEMENT TRAINING EVERYONES RESPONSIBILITY Marine Corps Community Services MCAS, Cherry Point, North Carolina COURSE INFORMATION Course Information Goal The goal of this training is to provide

More information

SJRWMD Cloud-Based Email Quick-Start Guide

SJRWMD Cloud-Based Email Quick-Start Guide SJRWMD Cloud-Based Email Quick-Start Guide Your email account is now in the Microsoft cloud, also known as Office 365. This change from onpremise email provisioning to the cloud allows the agency to provide

More information

Administrative Policies and Procedures

Administrative Policies and Procedures Administrative Policies and Procedures Deb Bartlett dbartl@wsu.edu Joy Faerber faerber@wsu.edu Office of Procedures, Records, and Forms Training Objectives: Manuals History of operations manuals at WSU.

More information

RECORDS COMMISSION[671]

RECORDS COMMISSION[671] IAC 7/2/08 Records Commission[671] Analysis, p.1 RECORDS COMMISSION[671] CHAPTER 1 ORGANIZATION AND RESPONSIBILITIES 1.1(17A,305) Description of organization 1.2(305) Definitions 1.3(17A,305) Responsibilities

More information

CITY OF EDMONTON BYLAW 12101 CORPORATE RECORDS AND INFORMATION MANAGEMENT BYLAW

CITY OF EDMONTON BYLAW 12101 CORPORATE RECORDS AND INFORMATION MANAGEMENT BYLAW Approved as to Form Corporate Services (Law Branch) Approved as to Content General Manager Corporate Services CITY OF EDMONTON BYLAW 12101 CORPORATE RECORDS AND INFORMATION MANAGEMENT BYLAW Whereas, pursuant

More information

Classifying Correspondence. General, Administrative, Project/Case, and Transitory

Classifying Correspondence. General, Administrative, Project/Case, and Transitory Classifying Correspondence General, Administrative, Project/Case, and Transitory UT Records Retention Schedule (UTRRS) Categories Correspondence to be retained as part of another record series, such as

More information

SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY

SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY Date: December 1, 2015 Page 1 of 8 Table of Contents 1. Concept 03 1.1 Background 1.2Title&Scope 1.3 Objective of the Policy

More information

MICROSOFT EXCHANGE SERVER 2007 upgrade campaign. Telesales script

MICROSOFT EXCHANGE SERVER 2007 upgrade campaign. Telesales script MICROSOFT EXCHANGE SERVER 2007 upgrade campaign Telesales script This document was created to help prepare an outbound telesales professional for a Microsoft Exchange Server 2007 upgrade sales call. This

More information

68% Meet compliance needs with Microsoft Exchange. of companies send sensitive data via email.

68% Meet compliance needs with Microsoft Exchange. of companies send sensitive data via email. Meet compliance needs with Microsoft Exchange As the volume and importance of digital information grows, regulatory compliance schemas are broadening to encompass an ever-larger share of data that companies

More information

RUTGERS POLICY. Approval Authority: Executive Vice President for Academic Affairs and Senior Vice President for Administration

RUTGERS POLICY. Approval Authority: Executive Vice President for Academic Affairs and Senior Vice President for Administration RUTGERS POLICY Section: 30.4.5 Section Title: Business Services Policy Name: Records Management Formerly Book: Formerly Policy 50.3.10 Approval Authority: Executive Vice President for Academic Affairs

More information

DEPARTMENT OF MENTAL HEALTH POLICY/PROCEDURE

DEPARTMENT OF MENTAL HEALTH POLICY/PROCEDURE 2 of 10 2.5 Failure to comply with this policy, in whole or in part, if grounds for disciplinary actions, up to and including discharge. ADMINISTRATIVE CONTROL 3.1 The CIO Bureau s Information Technology

More information

Arizona State Library, Archives and Public Records

Arizona State Library, Archives and Public Records Arizona State Library, Archives and Public Records RECORDS MANAGEMENT DIVISION 1919 West Jefferson Phoenix, Arizona 85009 (602) 542-3741 Managing Public Records Sent and Received Via Electronic Mail These

More information

Storage of E-mail Messages Using Microsoft Outlook

Storage of E-mail Messages Using Microsoft Outlook 2-07-2007 1 Storage of E-mail Messages Using Microsoft Outlook Electronic mail (e-mail), created or maintained by public agencies, meets the statutory definition of a public record in Kentucky (see KRS

More information

City of Prescott Data Integrity Policy

City of Prescott Data Integrity Policy City of Prescott Data Integrity Policy Table of Contents Document History... 1 General Archive System Design... 1 Data Archiving Guidelines... 2 Archive Server Design... 2

More information

RECORDS MANAGEMENT ACT

RECORDS MANAGEMENT ACT F. RECORDS MANAGEMENT ACT 67 O.S. 201. Short title. This act shall be known as the "Records Management Act". Added by Laws 1961, p. 498, 1, eff. Jan. 2, 1962. 67 O.S. 202. Purpose. The Legislature declares

More information

Texas A&M University Employee Email Standard Administrative Procedure provides the following guidance on this topic:

Texas A&M University Employee Email Standard Administrative Procedure provides the following guidance on this topic: Texas AgriLife Extension Service, Texas AgriLife Research and College of Agriculture and Life Sciences Email Retention Policy and Operations Management Policy Draft January 18, 2010 Version 1.3 Overview

More information

Measures Regarding Litigation Holds and Preservation of Electronically Stored Information (ESI)

Measures Regarding Litigation Holds and Preservation of Electronically Stored Information (ESI) University of California, Merced Measures Regarding Litigation Holds and Preservation of Electronically Stored Information (ESI) Responsible Officials: Executive Vice Chancellor and Provost Vice Chancellor

More information

COUNTY OF RIVERSIDE, CALIFORNIA BOARD OF SUPERVISORS POLICY. ELECTRONIC MEDIA AND USE POLICY A-50 1 of 9

COUNTY OF RIVERSIDE, CALIFORNIA BOARD OF SUPERVISORS POLICY. ELECTRONIC MEDIA AND USE POLICY A-50 1 of 9 ELECTRONIC MEDIA AND USE POLICY A-50 1 of 9 Purpose: The purpose of this policy is to establish guidelines for proper use of all forms of electronic media. As used in this policy, electronic media includes,

More information

EMCAP Pilot User Guide For Microsoft Outlook 2003

EMCAP Pilot User Guide For Microsoft Outlook 2003 EMCAP Pilot User Guide For Microsoft Outlook 2003 North Carolina Department of Cultural Resources Government Records Branch E mail Collection and Preservation Tool Grant May 2008 Part 1: Set up Contents

More information

State of Montana E-Mail Guidelines

State of Montana E-Mail Guidelines State of Montana E-Mail Guidelines A Management Guide for the Retention of E-Mail Records for Montana State Government Published by the: Montana State Records Committee Helena, Montana September 2006 Based,

More information

Village of Hastings-on-Hudson Electronic Policy. Internal and External Email Policies and Procedures

Village of Hastings-on-Hudson Electronic Policy. Internal and External Email Policies and Procedures Village of Hastings-on-Hudson Electronic Policy Internal and External Email Policies and Procedures Effective February 2012 1 1. Table of Contents 1. General Policies... 3 1.1 Establishment and upkeep

More information

Federal Trade Commission Privacy Impact Assessment

Federal Trade Commission Privacy Impact Assessment Federal Trade Commission Privacy Impact Assessment for the: W120023 ONLINE FAX SERVICE December 2012 1 System Overview The Federal Trade Commission (FTC, Commission or the agency) is an independent federal

More information

Email Archiving/Retention Frequently Asked Questions (FAQ)

Email Archiving/Retention Frequently Asked Questions (FAQ) Email Archiving/Retention Frequently Asked Questions (FAQ) 1. Why do we use email archiving? The County s need to search email has risen dramatically over the last few years, driven by public disclosure

More information

When will the City of Tampa respond to my records request? What records are not open for inspection or will not be disclosed?

When will the City of Tampa respond to my records request? What records are not open for inspection or will not be disclosed? How to Request Public Records What are public "records"? How can I request a public record? How can I request a readily available document? Are there fees involved? How do I pay for records retrieved?

More information

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention State of Michigan Records Management Services Frequently Asked Questions About E mail Retention It is essential that government agencies manage their electronic mail (e mail) appropriately. Like all other

More information

Records Management Self-Evaluation and Compliance Guide (07/2015)

Records Management Self-Evaluation and Compliance Guide (07/2015) Records Management Self-Evaluation and Compliance Guide (07/2015) The Connecticut State Library, Office of the Public Records Administrator, developed this selfevaluation guide for state agencies to use

More information

WHAT YOU NEED TO KNOW IN LESS THAN 500 WORDS

WHAT YOU NEED TO KNOW IN LESS THAN 500 WORDS OIT s Recommended Process for Saving Departing Employee s Electronic Files and Emails Why? Who? How? Expanded/ Updated April 13, 2016 Eric.Stout@maine.gov, 624-9981, OIT Records Officer and e-discovery

More information

Records Management Policy

Records Management Policy Records Management Policy Business Records exist in a variety of forms, including physical and electronic form. The foundation produces, receives, stores and destroys a large number of Business Records

More information

Records Management Plan

Records Management Plan Records Management Plan Harris County, Texas Prepared By: Harris County CTS Reviewed and Approved by: The County Attorney s Office The District Attorney s Office The County Auditor s Office October 13,

More information

Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office.

Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office. Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office. 1 Texas Government Code (TAC), Section 441 requires

More information

Policies and Procedures for Electronic Protected Health Information (ephi) and Personally Identifiable Information (PII)

Policies and Procedures for Electronic Protected Health Information (ephi) and Personally Identifiable Information (PII) Policies and Procedures for Electronic Protected Health Information (ephi) and Personally Identifiable Information (PII) Effective Date: April 10, 2012 Prepared by: Joe Raschke (IT) Table of Contents Purpose

More information

PRIVACY IMPACT ASSESSMENT

PRIVACY IMPACT ASSESSMENT PRIVACY IMPACT ASSESSMENT Enterprise Communications Services November 2012 FDIC Internal System Table of Contents System Overview Personally Identifiable Information (PII) in ECS Purpose & Use of Information

More information

Federal Trade Commission Privacy Impact Assessment. Conference Room Scheduling PIA

Federal Trade Commission Privacy Impact Assessment. Conference Room Scheduling PIA Federal Trade Commission Privacy Impact Assessment Conference Room Scheduling PIA July 2014 1. System Overview The Federal Trade Commission (FTC) uses conference spaces in various FTC facilities and FTC-leased

More information

Audit Report. The Social Security Administration s Management of Electronic Message Records

Audit Report. The Social Security Administration s Management of Electronic Message Records Audit Report The Social Security Administration s Management of Electronic Message Records A-14-15-25025 February 2016 MEMORANDUM Date: February 19, 2016 Refer To: To: From: The Commissioner Inspector

More information

Refer to the Information Technology E-mail Retention Policy.

Refer to the Information Technology E-mail Retention Policy. Email Management Information Technology Email Retention Policy Save email and attachments to Adobe pdf file Sorting Search Option Mailbox Clean Up Tool Clean-up process: o Deleted items o Sent items o

More information

FSA-297, Certification for Stored Litigation Hold Documents Approved by: Deputy Administrator, Management

FSA-297, Certification for Stored Litigation Hold Documents Approved by: Deputy Administrator, Management UNITED STATES DEPARTMENT OF AGRICULTURE Farm Service Agency Washington, DC 20250 Notice AS-2256 For: FAS and FSA Employees and Contractors FSA-297, Certification for Stored Litigation Hold Documents Approved

More information

Records in the New Tech World

Records in the New Tech World Social Media, Texting and Public Records in the New Tech World PALM BEACH COUNTY LEAGUE OF CITIES JULY 23, 2014 DAVID N. TOLCES, ESQ. GOREN, CHEROF, DOODY & EZROL, P.A. 3099 E. COMMERCIAL BLVD., SUITE

More information

Presentation Topics. What is a record? Hawaii State Archives Presentation December 14, 2010 ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL

Presentation Topics. What is a record? Hawaii State Archives Presentation December 14, 2010 ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL Presented by: Adam Jansen adam@dkives.com December 2010 Presentation Topics What is a Record What is Records Management Your Responsibilities Conducting

More information

RECORDS RETENTION: An Overview of What You Should Know

RECORDS RETENTION: An Overview of What You Should Know RECORDS RETENTION: An Overview of What You Should Know Violation of Public Records Law Media Sue Easley Over Public Records Carolina Journal and nine other media members join in the lawsuit on April 15,

More information

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Massa achusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Summary of Contents About This Supplement... 7 Revisions to the Current Edition...

More information

Economic Realities in the Management of Public Records. George Bakolia Senior Deputy State Chief Information Officer November 4, 2011

Economic Realities in the Management of Public Records. George Bakolia Senior Deputy State Chief Information Officer November 4, 2011 Economic Realities in the Management of Public Records George Bakolia Senior Deputy State Chief Information Officer November 4, 2011 Outline Statutory and other requirements Hidden vs. direct costs Records

More information

EMCAP Pilot User Guide For Microsoft Outlook 2003

EMCAP Pilot User Guide For Microsoft Outlook 2003 EMCAP Pilot User Guide For Microsoft Outlook 2003 1 P age Kentucky Department for Libraries and Archives Public Records Division E mail Collection and Preservation Tool Grant May 2008 Part 1: Set up Contents

More information

Electronic Records Management Guidelines

Electronic Records Management Guidelines Electronic Records Management Guidelines Contents Section 1: Authority... 1 Section 2: Purpose and Scope... 1 Section 3: Records Custodian Responsibilities... 2 Section 4: Information Systems that produce,

More information

Email access via the Internet. Outlook Web Access

Email access via the Internet. Outlook Web Access Email access via the Internet Outlook Web Access SiX Document Title/ Search Keyword(s): Email access via the Internet Outlook Web Access Service Group: E-Learning & Information Management Contact Details:

More information

Office of the Chief Information Officer

Office of the Chief Information Officer Office of the Chief Information Officer Online File Storage BACKGROUND Online file storage services offer powerful and convenient methods to share files among collaborators, various computers, and mobile

More information

Migrating Exchange Server to Office 365

Migrating Exchange Server to Office 365 Migrating Exchange Server to Office 365 By: Brien M. Posey CONTENTS Domain Verification... 3 IMAP Migration... 4 Cut Over and Staged Migration Prep Work... 5 Cut Over Migrations... 6 Staged Migration...

More information

A U D I T R E P O R T. Audit of Child Support Contract CD336

A U D I T R E P O R T. Audit of Child Support Contract CD336 A U D I T R E Audit of Child Support Contract CD336 P O R T Internal Audit Department Audit Number 2013.14 August 2013 September 4, 2013 The Honorable Linda Doggett Clerk, Lee County Re: Audit of Child

More information

WHEREAS, the City of Shavano Park wishes to clarify the procedures for the organization, maintenance, disposition and destruction of City Records;

WHEREAS, the City of Shavano Park wishes to clarify the procedures for the organization, maintenance, disposition and destruction of City Records; RESOLUTION R-2015-024 A RESOLUTION ESTABLISHING POLICY FOR THE ORGANIZATION, MAINTENANCE, DISPOSITION AND DESTRUCTION OF CITY OF SHAVANO PARK RECORDS; AS CONSISTENT WITH THE REQUIREMENTS OF THE TEXAS LOCAL

More information