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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link="#0563C1" vlink="#954F72"><div class=WordSection1><p class=MsoNormal>Treasurers,<o:p></o:p></p><p class=MsoNormal>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.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>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:<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoListParagraph style='margin-left:.75in'> 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.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>So…since that is the case are there any suggestions on how to actually do this? Amanda’s suggestions….<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><ol style='margin-top:0in' start=1 type=1><li class=MsoListParagraph style='margin-left:.25in;mso-list:l0 level1 lfo2'> 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?)<o:p></o:p></li><li class=MsoListParagraph style='margin-left:.25in;mso-list:l0 level1 lfo2'> 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?)<o:p></o:p></li></ol><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>We are open any thoughts and suggestions. Have fun…<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Buried but still digging. <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Randy<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b><span style='font-size:14.0pt;font-family:"Times New Roman",serif'>Randy Drewyor<o:p></o:p></span></b></p><p class=MsoNormal><span style='font-family:"Times New Roman",serif;color:#1F3864'>Treasurer/CFO<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Times New Roman",serif;color:#1F3864'>Bright Local School District<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Times New Roman",serif;color:#1F3864'>PO Box 299<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Times New Roman",serif;color:#1F3864'>44 N. High St<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Times New Roman",serif;color:#1F3864'>Mowrystown, OH 45155<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Times New Roman",serif;color:#1F3864'>(o) 937-442-3114 x 11503<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Times New Roman",serif;color:#1F3864'>(f) 937-442-6655<o:p></o:p></span></p><p class=MsoNormal><a href="www.brightlcoalschools.com"><span style='color:#0563C1'>www.blsd.us</span></a><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>
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