Retention and Archiving
|
|
|
- Magnus Malone
- 10 years ago
- Views:
Transcription
1 Personnel Connections Retention and Archiving 10 a.m. August 21, 2009 John L. Baines OIT Security and Compliance
2 Agenda NC State Government & University References Background Governor s Policy Directive University Public Records and Current WolfWise Retention New University-wide Archive What New Archiving Direction Means Short-Term Provisions University Direction Takeaways 2 Personnel Connections - Retention
3 State Government Policies NC State Government & University References Department of Cultural Resources, State Archives is authority Governor Perdue s Executive Order #18 University Regulations Public Records Regulation Retention Regulation University General Records Retention and Disposition Schedule p 3 Personnel Connections - Retention
4 Background Courts actively looking for evidence Increase in Litigation Holds Public Records requests for 4 Personnel Connections - Retention
5 Governor s Policy Directive Gov. Perdue s Executive Order #18, dated July 18, Executive Branch (EB) will treat t all s as public record (PR). All state employees have no expectation of privacy in electronic communications. EB state business on personal accounts must be retained as public record. EB state accounts should not be used for political or private purposes. Limited personal use OK. Non-PR s may be deleted. ITS archives EB PR s once per day. Archives kept for 10 years. DCR provides mandatory PR training for EB. 5 Personnel Connections - Retention
6 University it Public Records & University Unit Records Manager Areas of Responsibility Retention and disposition of Public Records Confidentiality Permanent Public Records Historical value Records of destruction or transfer of departing staff preservation Custodian Areas of Responsibility Individual university staff University creator of University receiver of externally created public records preservation Public Records requests and legal subpoenas 6 Personnel Connections - Retention
7 Current WolfWise Retention Public Records Retention is delegated to individual user (custodian). Users may delete (required to follow retention rules). kept in personal folders for 180 days then either: Deleted. Copied to GW personal archive on shared disk. When user leaves university, account is disabled. After 30 days (at unit s request and direction), account is deleted, and all contents destroyed in WolfWise. Weekly disaster recovery back-ups are kept for 90 days. Back-ups are NOT a public records retention store 7 Personnel Connections - Retention
8 New University-wide Archive Policy Assist units responding to public records requests, subpoenas and university litigation discovery requests for documents within the custody of the unit/employee, OIT will establish a University-wide archive: Copy all s (except spam) sent or received externally through the university central system by university employees. Create a searchable repository of copied records. Assist university units/employees in accessing the archive. Retain as a permanent archive until an records retention and disposition system is installed that is compliant with the university s approved Records Retention and Disposition Schedule. 8 Personnel Connections - Retention
9 What New Archiving Direction Means Target date for new archiving system December Not a replacement for individuals saving their own s for university business operations. Any public release of must be coordinated through the Office of Legal Affairs (OLA). OLA and OIT will work with individuals on any legal request. All University related business must flow through our archive system. Short-term provisions in place to preserve in WolfWise and Cyrus systems target date September 1, 2009 or before. 9 Personnel Connections - Retention
10 Short-Term Provisions account of departing employees only disabled and not deleted (Immediate). Associated accounts for file space only disabled and not deleted (Immediate). after 180 days will be auto-archived and not deleted (subject to further investigation). If possible, disabled account will not accept any new mail. Either: Bounce it back or Have mail forwarded to another address. The weekly Disaster Recovery saved backups in the interim will all be kept through March 31, Afterwards, backups will be kept for DR purposes on a revised retention schedule (TBD). These interim measures only apply ppyto the central systems (WolfWise and Cyrus servers). 10 Personnel Connections - Retention
11 University Direction All staff and faculty on WolfWise (once stable). Students to move to Google Apps (when approved). Discontinue Cyrus system once above complete. Other university systems must meet archiving standards. PeopleSoft, LMS and others have imbedded systems. 11 Personnel Connections - Retention
12 Takeaways Treat all university messages as potential public records. Individuals are responsible for maintaining public records (until archiving is in place, then responsible for business needs). Current WolfWise procedures do not automatically preserve as a public record. Avoid using personal resources, including private accounts, for university related business. Upcoming University-wide archive will assist OLA, units and employees in finding s for open records and legal requests. 12 Personnel Connections - Retention
13 Questions?
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
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
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
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
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
CITY OF ELK GROVE CITY COUNCIL STAFF REPORT
CITY OF ELK GROVE CITY COUNCIL STAFF REPORT AGENDA ITEM NO. 8.4 AGENDA TITLE: Adopt resolution establishing policy for the retention of electronic mail records and call recordings maintained by IT Services
5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS
5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS (CT:IM-158; 12-29-2014) (Office of Origin: A/GIS/IPS) NOTE: In October, 2014, the Department issued an interim directive superseding
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
File Management : Guidelines & Policies
File Management : Guidelines & Policies Which files are considered records? Files created or received pursuant to the transaction of University business or in the fulfillment of its educational, administrative,
Preservation and Production of Electronic Records
Policy No: 3008 Title of Policy: Preservation and Production of Electronic Records Applies to (check all that apply): Faculty Staff Students Division/Department College _X Topic/Issue: This policy enforces
B. Preservation is not limited to simply avoiding affirmative acts of destruction because day-to-day operations routinely alter or destroy evidence.
This is a sample approach to developing a sound document collection process, referenced at Section II(7)(vi) of the Guidelines on Best Practices for Litigating Cases Before the Court of Chancery. It should
WHAT TO DO WHEN YOU RECEIVE A LITIGATION HOLD NOTICE. A Guide for University Faculty, Staff, and Others
WHAT TO DO WHEN YOU RECEIVE A LITIGATION HOLD NOTICE A Guide for University Faculty, Staff, and Others What is a Litigation Hold Notice? Notice from an authorized UW department (Attorney General s Office,
Records Retention & E-Discovery. Preserving Electronically Stored Information for Litigation
Records Retention & E-Discovery Preserving Electronically Stored Information for Litigation Introduction Increasingly, data is created, sent, received, and stored electronically. In fact, 89 billion business
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
The Disconnect Between Legal and IT Teams
WHEPAPER The Disconnect Between and Teams Examples of what each side doesn t know #2 in a series of 4 whitepapers. Circulate this document to,, and company management. It can be used to start a dialog,
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
Union County. Electronic Records and Document Imaging Policy
Union County Electronic Records and Document Imaging Policy Adopted by the Union County Board of Commissioners December 2, 2013 1 Table of Contents 1. Purpose... 3 2. Responsible Parties... 3 3. Availability
UNIVERSITY OF MANITOBA PROCEDURE
UNIVERSITY OF MANITOBA PROCEDURE Procedure: Parent Policy: Effective Date: June 23, 2015 Revised Date: Review Date: June 23, 2025 Approving Body: Authority: Responsible Executive Officer: Delegate: Contact:
Developing a Records Retention Program
Developing a Records Retention Program This site is intended to help you design and implement a records retention program for your organization. Here you will find a basic explanation of a records retention
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
Retention & Disposition in the Cloud Do you really have control?
InterPARES Trust Retention & Disposition in the Cloud Do you really have control? Franks Patricia, San Jose State University, San Jose, USA and Alan Doyle, University of British Columbia, Canada October
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
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
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
California State University, Sacramento INFORMATION SECURITY PROGRAM
California State University, Sacramento INFORMATION SECURITY PROGRAM 1 I. Preamble... 3 II. Scope... 3 III. Definitions... 4 IV. Roles and Responsibilities... 5 A. Vice President for Academic Affairs...
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
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
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
Wheaton College Records and Information Management Policies and Procedures
Wheaton College Records and Information Management Policies and Procedures 1.0 Purpose: The purpose of the Wheaton College Records and Information Management (RIM) Policies and Procedures document is to
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
Litigation Hold Notices & Electronic Discovery A R E S O U R C E F O R W S U E M P L OY E E S
Litigation Hold Notices & Electronic Discovery A R E S O U R C E F O R W S U E M P L OY E E S What is a Litigation Hold Notice? Notice from an authorized department (e.g., Attorney General s Office Torts
Purpose: To ensure that e-discovery Requests and Litigation Hold Notices are received, routed and responded to in a timely and thorough manner.
No. IT 135 Effective Date: 7-1-2011 Last Revised Date: 6-23-2014 Approved By: IT Director Policy Name: E-Discovery Policy Citywide Policy _ IT Policy _ IT Procedure X Purpose: To ensure that e-discovery
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
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
The E-Discovery Process
POOLING PROVISIONS The E-Discovery Process A publication of Nevada Public Agency Insurance Pool The e- discovery process the search of electronic records for use as legal evidence can cost thousands of
IT Roles in Loss Prevention. Presented by: Ann Ostrander, Director of Loss Prevention Kirkland & Ellis LLP
IT Roles in Loss Prevention Presented by: Ann Ostrander, Director of Loss Prevention Kirkland & Ellis LLP What is Loss Prevention (Risk Management)? Mitigate risk Protect the Firm s assets Departments
Records Management Policy
Records Management Policy Responsible Officer Chief Operating Officer Approved by Vice-Chancellor Approved and commenced April, 2014 Review by April, 2017 Relevant Legislation, Ordinance, Rule and/or Governance
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,
Institute for Advanced Study Shelby White and Leon Levy Archives Center
Institute for Advanced Study Shelby White and Leon Levy Archives Center Managing Electronic Records - Recommendations for Institute Staff File Management: Guidelines & Policies Which files are considered
SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY
SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT POLICY Statement of Intent This policy establishes the general responsibilities for management, retention, and disposition of SOUTHWEST VIRGINIA
Protecting Official Records as Evidence in the Cloud Environment. Anne Thurston
Protecting Official Records as Evidence in the Cloud Environment Anne Thurston Introduction In a cloud computing environment, government records are held in virtual storage. A service provider looks after
Demographics QUESTIONS COMMENTS
DOI SURVEY Name: Bureau: Department: Location: Telephone: Email: Date of Interview: Defining Requirements for an Electronic Records Management Solution A series of fact finding questions will be presented
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
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
PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT SYSTEM
Issued by the EPA Chief Information Officer, Pursuant to Delegation 1-19, dated 07/07/2005 PROCEDURES FOR ELECTRONIC MANAGEMENT OF RULEMAKING AND OTHER DOCKETED RECORDS IN THE FEDERAL DOCKET MANAGEMENT
Exposing the Cloud: It It s More than a Buzzword Tim Connors, Director, AT&T AT&T
Exposing the Cloud: It s More than a Buzzword Tim Connors, Director, AT&T Exposing the Cloud: It s More than a Buzzword Discussion Agenda Cloud Storage Target Uses When is it right? When is it wrong? Specific
Implementing an Electronic Document and Records Management System. Key Considerations
Implementing an Electronic Document and Records Management System Key Considerations Commonwealth of Australia 2011 This work is copyright. Apart from any use as permitted under the Copyright Act 1968,
E-Discovery Toolkit for Educational Institutions
E-Discovery Toolkit for Educational Institutions The e-discovery process the search of electronic records for use as legal evidence can cost educational institutions thousands of dollars and hours. The
State of New Jersey Circular Letter 03-10-ST: Managing Electronic Mail: Guidelines and Best Practices
CIRCULAR LETTER NO: 03-10-ST ORIGINATING AGENCY: DIVISION OF ARCHIVES AND RECORDS MANAGEMENT, DEPARTMENT OF STATE EFF DATE: 7/11/02 EXP DATE: INDEFINITE SUPERSEDES: NONE SUBJECT: MANAGING ELECTRONIC MAIL:
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,
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
COVER SHEET NAME OF DOCUMENT TYPE OF DOCUMENT DOCUMENT NUMBER Procedure DATE OF PUBLICATION Published: October 2002 Revised: October 2004 Revised: September 2005 Revised: February 2011 Revised: November
How To Manage Cloud Data Safely
Information Governance In The Cloud Galina Datskovsky, Ph. D., CRM President of ARMA International SVP Information Governance Solutions Topics Cloud Characteristics And Risks Information Management In
RECORDS MANAGEMENT MANUAL
RECORDS MANAGEMENT MANUAL Date: September, 2007 Authored By: University Archives Contents 1. Records Management at UBC 3 A) Purpose of The Records Manual 3 B) Benefits of Records Management 3 C) Some Records
How To Preserve Email Records In Mississippi
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
FRONTIER REGIONAL/UNION#38 SCHOOL DISTRICTS. Records Retention Policy for Electronic Correspondence
EH I. Introduction FRONTIER REGIONAL/UNION#38 SCHOOL DISTRICTS Records Retention Policy for Electronic Correspondence All business conducted by government agencies are subject to the Public Records law
Records Management - Department of Health
Policy Directive Records Management - Department of Health Document Number PD2009_057 Publication date 24-Sep-2009 Functional Sub group Corporate Administration - Records Ministry of Health, NSW 73 Miller
4) Suspension of Record Disposal In Event of Litigation or Claims
Appendix X(z) RECORD RETENTION AND DESTRUCTION POLICY 1) Purpose The purpose of this Policy is to ensure that necessary records and documents of are adequately protected and maintained and to ensure that
E-Discovery in Practice: A Roadmap for Financial Institutions
E-Discovery in Practice: A Roadmap for Financial Institutions Martha R. Mora Martha R. Mora, Esq. ARHM&F Avila Rodriguez Hernandez Mena & Ferri LLP 2525 Ponce de Leon Blvd., Suite 1225, Coral Gables, Florida
Scotland s Commissioner for Children and Young People Records Management Policy
Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives
Administration Department. {Insert Name of Organization} Operating Policy Record Retention and Destruction
RECORD RETENTION AND DESTRUCTION POLICY 1) Purpose Administration Department Policy #: Total pages: 10 Attachments: Approved by: Effective Date: Date Revised: Date to be reviewed: The purpose of this Policy
RECORDS MANAGEMENT POLICY
RECORDS MANAGEMENT POLICY POLICY STATEMENT The records of Legal Aid NSW are a major component of its corporate memory and risk management strategies. They are a vital asset that support ongoing operations
CITY OF ANDERSON ELECTRONIC RECORD RETENTION POLICY
CITY OF ANDERSON ELECTRONIC RECORD RETENTION POLICY Electronic records include all documents, applications, databases, spreadsheets, email and other materials created on a computer. I. Records Management
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,
Records Management 101
Records Management 101 Tiffany Songvilay #SPSBurgh @officeovereasy 1 Agenda What is Records Management? Out-of-the-box solutions Centralized vs. in-place debate What s new in 2013 2 Who is Tiffany Songvilay?
8/28/2015. How to Manage Records. Overview. Learning Objectives. Do you have? Does your office look like this?
How to Manage Records Records Management Services State of Michigan Overview Common Recordkeeping Problems Risk Management Keeping Records Storing Records Destroying Records Getting Organized Learning
POLICY FOR PRESERVATION / ARCHIVAL OF DOCUMENTS
POLICY FOR PRESERVATION / ARCHIVAL OF DOCUMENTS (As approved by the board at its meeting held on 27 th October 2015) 1. Introduction Securities and Exchange Board of India (SEBI) has introduced SEBI (Listing
E-Discovery Technology Considerations
E-Discovery Technology Considerations Presented by: Dave Howard Oregon Department of Justice Deputy CIO Topics E-Discovery Process Overview Sources of Electronically Stored Information (ESI) Data Maps
NOT PROTECTIVELY MARKED FORCE PROCEDURES. Email Retention, Archiving and Destruction Procedure v1.2. Records Manager
FORCE PROCEDURES Email Retention, Archiving and Destruction Procedure v1.2 Procedure Reference Number: 2010.08 Procedure Author: Samantha Hampson, Records Manager Procedure Review Date: 1 st April 2011