[Mail_treas] email Archiving

[randy.drewyor at blsd.us]

Treasurers,

Based on the limited response I received concerning the archiving of emails
I'm assuming many of you are in the same situation as we are.   While I have
not learned anything new I thought it might be helpful to provide you some
information that was presented at the Ohio Valley OASBO meeting yesterday.

 

Amanda Rindler of the Ohio History Connection - Local Government Records
Program gave a presentation on records retention.   She was asked about how
to handle emails.  Here is my summary of her comments:

 

Email is a media and not a record series and therefore needs to be treated
based on the content of the email.  In other words the length of time an
email should be archived is based on the email's content.

 

So.since that is the case are there any suggestions on how to actually do
this?   Amanda's suggestions..

 

1.	  Sort archived emails by category and then handle retention based
on your retention schedule.  (My thought/question:  How do we sort thousands
and thousands of archived emails?)
2.	  Keep emails based on the longest retention category contained in
the emails.  If the longest content category in your emails is 10 years then
archive them for 10 years.  (My thought/question:  What is the cost of
storing that many emails?)

 

We are open any thoughts and suggestions.   Have fun.

 

Buried but still digging. 

 

Randy

 

 

 

Randy Drewyor

Treasurer/CFO

Bright Local School District

PO Box 299

44 N. High St

Mowrystown, OH  45155

(o) 937-442-3114  x 11503

(f)  937-442-6655

www.blsd.us

 

 

 


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