E-mail Management Training State Records Center and Archives March, 2005 Room 2027

1. E-mail Management TrainingState Records Center and ArchivesMarch, 2005Room 2027

2. Overview • The purpose of this implementation is to prepare for • Statewide E-mail Consolidation Project • GSD is proceeding with consolidation of state employee e-mail. • SRCA will go online May 31, 2005. • Time frame for e-mail in Inbox is 60 days or 600MB. • The impact on the agency will be to follow the e-mail management practices being developed. • The goal of this training is to provide SRCA employees with information on how to manage e-mail effectively.

3. Abilities and Knowledge Required to Manage E-mail • Ability to distinguish between public records and non-records • Knowledge of Records Retention and Disposition Schedules (RRDS) • Ability to use RRDS • Ability to use basic Windows operations • Knowledge of MS Outlook

4. Is E-mail a Public Record? E-mail, in and of itself is a transmission medium for content that may or may not be a public record. Therefore it is critical for employees to be able to separate “public records” from “non-record,” and to store only that information that is a public record based on established legal retention periods. All E-mail transmissions made or received by a government entity in pursuance of law or in connection with the transaction of business are public records.

5. Public Records & Non-Records, as defined in the Public Records Act Section 14-3-2 (C.), NMSA 1978 “public records” means all books, papers, maps, photographs, or other documentary materials, regardless of physical form or characteristics, made or received by any agency in pursuance of law or in connection with the transaction of public business and preserved,…” “non-records” means “…extra copies of documents preserved only for convenience of reference and stocks of publications…”

6. E-mail Classification Public Record: Determine if the content is related to an activity in pursuance of law or in connection with the transaction of business; then link the subject content or activity to an associated records retention schedule. Non-record records of temporary usefulness (transitory).

7. Public record – identify records series by reviewing appropriate RRDS Follow established naming convention for e-mail Move e-mail into Record Series folder established on the EARCHIVES server Non- record, delete or save in personal folder located in hard drive Delete from hard drive when no longer needed Employee Responsibility In Managing E-mail

8. E-Mail Retention • It is the content and function of an E-mail message that determines the retention period for that message. Each message must be retained or disposed of according to the retention established in retention schedules.

9. E-mail Transactions • Outgoing (Sent messages) – employee sending E-mail records to another employee or a customer outside the office – where the official record is the message created and sent by the sender; and • Incoming – government employee or a customer outside the office sending E-mail records to an employee – where the official record is the message received at the office.

10. Records Retention & Disposition Schedules • GENERAL Schedules are for records common to all government operations- i.e., Administrative, Financial, Personnel, & Medical records (four schedules) • EXECUTIVE Schedules are for program records that are specific to state agencies

11. Record Series E-mail generally falls into one of the following record series: • Administrative Correspondence • General Correspondence • Financial and Accounting • Personnel • Program Records

12. SRCA Program Records • 1.18.369.21 Collection Control Files • 1.18.369.24 Condition For Reproduction Files • 1.18.369.37 New Mexico Register Work Papers • 1.18.369.39 Register Billing • 1.18.369.51 Electronic Vault Access Files • 1.18.369.52 Request for Disposition [SRC-2]:

13. Records Retention & Disposition Schedule Format • Section Number, (NMAC #) • Records Series Title - tied to the Section Number • Program name - agency program function • Maintenance System - describes how the records are filed and managed; alphabetical, chronological, numeric, etc., • Description of the records – describes content • Retention - indicates how long a record needs to be kept • Confidentiality – indicates if record contains information deemed confidential by law

14. extra copies of correspondence and other documents preserved only for convenience of reference; materials neither made nor received in pursuance of statutory requirement nor in connection with the functional responsibility of the office/agency; preliminary drafts of letters, reports, and memoranda which do not represent significant basic steps in preparation of record documents; form and guide letters, sample letters, form paragraphs; Non-Record Type

15. Non-Record E-mail • Delete, or • Keep on state-wide e-mail system for 60 days, after which e-mail will be automatically deleted • Move/file in personal electronic folder located on local hard drive • Delete after no longer needed for reference

16. Skills and Knowledge • Basic Windows operations to help clean out your Inbox. • Right click • Drag and drop • Rename files • Knowledge of MS Outlook • How the folders are structured • Where files are stored on the C drive

17. Right Click, means to press the right mouse button with the middle finger. To rename a file, right-click and click on Rename. Basic Computer Operations

18. Tips • Windows keyboard shortcuts • For dragging files: • Hold down the Shift key on the keyboard to move files. This is shown by an empty box. • You can also use the Shift key to block a sequential group of files. • Hold down the Ctrl key to copy a file. [+] example

19. Step One - Determine Record Type Demo

20. Step Two - Move Message • Three possibilities should exist after determination of record type: • Move to “Personal Folders” • Move to appropriate temporary holding file on the EARCHIVE server. • RLO_ASDHolding • RLO_AHSD_OSHHolding • RLO_RMD_ALHolding • Delete

21. Naming Convention • When creating or moving an e-mail message deemed to be a public record the employee will provide the following information in the subject line; * date (yymmdd) * dash (-) * the initials of the creator of the message * dash (-) * record series subject * dash (-) * record series number Example: 20050105-llr-professionalservicecontract-1-15-5-305 • Transitory (non-record) E-mail will not be required to follow this naming convention

22. EARCHVES Server

23. Personal Folders • Personal Folders are located on the local hard drive. • The default full path is: C:\Documents and Settings\UserName\LocalSettings\Application Data\Microsoft\Outlook\Personal Folders.pst • The name of the personal folders file by default is “Personal Folders.pst” • If more that one personal folder is created the default name is “Personal Folders(1).pst” .etc.

24. Location of Personal Folders

25. Confidential Information • E-mail that contains sensitive or confidential information should be identified by including the following notation "This message contains information which may be confidential and privileged. Unless you are the addressee (or authorized to receive for the addressee), you may not copy or disclose to anyone the message or any information contained in the message. If you have received the message in error, please advise the sender by reply e-mail and delete the message."

26. Backup Methods • Floppy Disk DrivesFloppy disks are great for backing up small files, the average 3.5" floppy disk can hold up to 1.44 Mb of data, which is sufficient for any letters or important text documents. Backing up with floppy disks is as simple as copying the file, or saving the file to the floppy drive, a ZIP program such as Winzip can be useful to compress any files that are too big to fit on a standard floppy disk. • CD WritersWith CD Writers becoming ever more affordable, these are ideal for making back-ups of large amounts of data, with typical CDR disks holding up to 800Mb of data and costing pennies. CD Writers are also very easy to use, the software that comes with them is normally very straight forward and can create back-ups in minutes. • ZIP DrivesZip drives are still a popular media for backing up data, both internal and external ZIP drives are available and some models can store up to around 750MB of data. These drives normally come with their own special software which is usually very simple to use. • Removable Flash Drives (Thumb drives) Removable flash drives are a new media for backing up data. They are capable of storing one GB of data. (Estimated life expectancy 10-100 years)

27. Records Liaison Responsibilities • Record Liaison Officer (RLO) will review records in the temporary holding folder when retention has been met. • RLO will fill-out request for disposition and submit to Records Analysis for review. • When retention period has been met records will either be destroyed (deleted) or transferred to Archives.

28. Contacts • IT – Lori LeRouge • Records Management – Angela Lucero, Leo Lucero • Technical questions regarding storage of permanent e-mail – Tom Chavarria • SRCA Records Liaisons – • Darlene Torres, ASD • Al Regensberg, AHSD & OSH • Mark Friedland, RMD & AL • SRCA Records Custodian – Sandra Jaramillo

29. Schedule of Important Dates • May 2, 2005 – Purge Date, all e-mail will be out of your Inbox. • May 9-10, 2005 - New Horizons training for all SRCA Staff (on-line). • May 31, 2005 - Go live with NM Enterprise E-mail Consolidation.

30. E-mail Address Change • New e-mail addresses will be in the following naming convention: • FirstnameMidInit#.Lastname@state.nm.us • Old e-mail addresses will remain in the Alias field to retrieve messages using the old name. • We will continue to use our current e-mail addresses, until we are reassured the new E-mail Consolidation Project is working to our needs. Then we can use the new address.