Washington State Archives

1. Washington State Archives Email Management “What should I be doing?” Presented by: Leslie Koziara Electronic Records Management Consultant leslie.koziara@sos.wa.gov April 2010

2. Have a game plan Identify what you need to keep How to organize emails How to disposition emails Overview Washington State Archives Documenting Democracy

3. As public employees, everyone needs to have a level of responsibility for the public records they create and use Records Management is a team sport! Washington State Archives Documenting Democracy

4. Have a game plan • Build your team • Coaches (records officer and managers) • Players (assign roles and responsibilities) • Quarterbacks = records coordinators • Defense/offensive players = end users • Special teams = IT and legal Washington State Archives Documenting Democracy

5. Like a pro • Game Strategy • Policies, procedures and standards prior to the game • Develop your plays • Identify, organize and disposition emails • Prepare for end game • Organize to destroy or transfer Washington State Archives Documenting Democracy

6. Goal! Successful organization and control is a win–win situation • Agency benefits in lower costs and more efficient operations • Employees benefit with better access and increased productivity • Public benefits with transparency and prompt responses to any requests Washington State Archives Documenting Democracy

7. Is this your desktop? Black hole Washington State Archives Documenting Democracy

8. Retain all public records for the minimum retention period as listed on the approved Records Retention Schedule Once retention is met : Destroy if not an archival or permanent series If permanent, take appropriate action to retain Transfer to Washington State Archives all archival records Email Retention in a Nutshell... Washington State Archives Documenting Democracy

9. There are increased costs when you keep it all: Discovery and legal fees Administration/staff for maintenance Migration or recopying Disaster recovery/restoration Energy costs Think needle in a haystack: Less hay, easier to find the needle Why not just keep it all? Washington State Archives Documenting Democracy

10. Re-educate on email usage • Employ meaningful subject lines • Keep on topic, no digressing • Reiterate appropriate use • Keep only what you need to keep • Train users what to keep, what to get rid of, and where to “file” it Washington State Archives Documenting Democracy

11. Cautionary notes • If you are keeping only the last email in a string, just be aware: • In a court of law, will the last one suffice as evidence of the entire string? • Any modifications to the string done prior to that last one? • How do you know? Washington State Archives Documenting Democracy

12. Email Archiving Generally just “storage” rather than “records management” Typically lacks coherent filing structure Generally no records retention functionality included Just so you know…there is a difference Washington State Archives Documenting Democracy

13. A winning strategy for emails • Identify • Organize • Disposition Washington State Archives Documenting Democracy

14. Identify Using approved records retention schedules will help you: • Identify records you need to keep • Identify records you can get rid of • Identify records needing additional attention • Essential • Archival Washington State Archives Documenting Democracy

15. More identification • How do you know what you’ve got? • Do an inventory • An inventory will help you identify essential and archival records but also identify records that may be exempt or confidential Washington State Archives Documenting Democracy

16. Don’t agonize, organize! Use your approved retention schedules • Schedules tell you what to do • What records need to be kept – by series • Minimum required period of time to keep them • What to do once retention has been met • Any remarks or special instructions Washington State Archives Documenting Democracy

17. Electronic Record Life Cycle CONSIDER CONTENT If NO retention value Delete Create or Receive Record Properly ID Record / Save DESTROY and document destruction When retention is met, ID records for destruction Non-Archival Keep until retention met If Archival Transfer Approve for destruction

18. Think electronic “file cabinets” Desktops and servers are digital “file cabinets” and should be used as such Just like traditional metal ones Organize! Washington State Archives Documenting Democracy

19. Create a game plan • Create a “file plan” or “file structure” • Link to retention schedules • Pre-determined file folders provide consistency, centralization and organization • Mirror the plan throughout – use sameplan or structure for paper, email, desktop, network drives and servers Washington State Archives Documenting Democracy

20. Can be as individual “drawers” – working files set up in folders in email application Can be work group or section “file drawers” with folders set up on shared drive or server used by group Can be “central files” or “records center” – “file drawers” in a central repository for longer retention Set up the structure Washington State Archives Documenting Democracy

21. Individual users move e-mails into pre-determined folders that match those on server or shared drive Good to set up as “working files”, or for records with no retention value Recommend “records with retention value” be retained on drives or servers Organizing emails – within email application Washington State Archives Documenting Democracy

22. GS22005

23. Next level Additional folders can be set up to further define the content – easy to locate and search, still all under DAN # GS 22005 Mirror this structure on shared drive or server for records with retention value Be diligent with cleaning out records with no retention value in these “working files” and save primary copies to shared drive

24. Using email application folders Remember: • Recommended use is for short-term or temporary retention • Mirror folders you set up on network server or shared drive • Match up to retention schedules • Use shared drive/server for records with longer retention Washington State Archives Documenting Democracy

25. Designated shared drive or server is used as centralized “file cabinet” or repository Users save their emails into pre-determined folders in specific “drawers” Users can access in a centralized location Generally no active retention or disposition applied, but can set up system administrators to track files Organizing in shared drive or network server Washington State Archives Documenting Democracy

26. Centralization is a good thing One place, one folder, one retention In event of staff turnover, other “life happens” scenarios, more accessibility Increased search capability for discovery and disclosure purposes Can apply consistent retention and disposition to stored records, can appoint system administrator to manage and track It makes good sense Washington State Archives Documenting Democracy

27. Can look like this Conferences & Seminars GS22005 Create file “drawers” and create appropriate folders in a server or shared drive “electronic file cabinet” Marry up with appropriate retention schedules and mirror pre-set email folders

28. Next click Create appropriate file “drawers” and create the folders as necessary in which to “file” your information – all of these are still GS 22005

29. “Saved As” email Email regarding meeting room contract By using the .msg extension, it can saves record copy emails electronically and preserve the metadata as well AND will save attachments Using classifications and naming conventions make it easier to search and locate the information

30. Email saved using .msg extention in server along with other formats Drag and drop

31. BBy using the .msg extention, you are able to save emails with all the other formats together in one folder, under one record series, under one retention and manage it as a whole One place, one folder, one retention Get rid of the silos!

32. Attendance and Leave GS03030

33. Another example 6 year retention after end of fiscal year Can add other records series as needed Delete after next completed eval

34. Local Gov’t CORE

35. Another example Additional file folders can be created as necessary under each record series Additional records series under a category can be added

36. Helpful hints • Use existing retention schedules! • Consult with users, enlist their input • Work on keeping file names short and simple, yet make sense to users • Keep file path/folder names under 255 characters & spaces, otherwise may have problems with access and retrieval Washington State Archives Documenting Democracy

37. State unique example This series is ARCHIVAL - 9 year retention for agency, then transfer to archives Can identify certain files as exempt or other special handling

38. Local Gov’t example

41. This series only has a 3 year retention, so can get rid of these files sooner • This is an essential record and should have additional back up. It also has a long term retention This is a PERMANENT, ESSENTIAL and POTENTIALLY ARCHIVAL series and should noted and handled accordingly Also a PERMANENT, ESSENTIAL and POTENTIALLY ARCHIVAL series

42. Take a deep breath • No magic one-size-fits all solution • Fixing it will not happen overnight • Acceptance will take time • It can be done without investing in additional technology You can do it!! Washington State Archives Documenting Democracy

43. For advice and assistance: recordsmanagement@sos.wa.gov Subscribe to listserv for the latest in updates http://www.sos.wa.gov/archives/RecordsManagement/ You Are Not Alone Washington State Archives Documenting Democracy

44. Records Professionals Rule! Washington State Archives: Partners in preservation and access www.sos.wa.gov/archives Washington State Archives Documenting Democracy