Email Retention Overview

1. Email Retention Overview

2. Agenda • Overview of the Email Retention Policy • What This Means to You • Alternatives to Email Communication • Archiving Email in Outlook • Creating Personal Folders In Outlook for Transitory Email • Converting Email with “Lasting Value” to PDF • Schedule of Upcoming Overviews and Workshops

3. Email Retention Policy Please read the policy statement carefully: http://www.csueastbay.edu/its/infosec/docs/email-retention-policy.pdf • Email is like any other record and may be discoverable during litigation • The policy applies to all University email, not just email hosted on CSUEB servers • Email on campus servers will be automatically deleted after 120 days

4. Email Retention Policy Email with Lasting Value • The determination of “lasting value” is determined by the unit responsible for those records – typically the originator or custodian of the records. • Lasting value records should be retained outside of the email system – in office/departmental files in a format that is readily accessible.

5. Email Retention Policy Transitory Email • Emails with “Transitory Value” of longer than 120 days should be downloaded to local files and deleted when no longer needed • "Transitory" email in local archived or personal folders still needs to be managed in accordance with the policy • Local email cannot be backed up to campus servers

6. Email Retention Policy What it means to You: • Understand what “lasting value” means as it pertains to your job and department • Effective January 31, 2009 all mail over 120 days will be deleted off the server • Deleted email is not recoverable • Save lasting value email that is on the server into more accessible formats • ‘AutoArchive’ so that your email can be taken off the server before 120 days • Start changing how you use and retain email today

7. Email Retention Policy Unsure what mail is stored on the server? All folders and subfolders in the Mailbox are stored on the server • Look at the mail on the server through Outlook Web Access

8. Email Retention Policy Alternate Ways to Communicate • Use the phone for on-campus communication • Shared Drives • SharePoint http://sharepoint.csueastbay.edu/ • SPARK -- Instant Messaging

9. Email Retention Policy SPARK Instant Messenger • ITS supported • Chat room, broadcast IM, send files • Bring in contacts from MSN, AOL, Yahoo • Campus contact must have SPARK • Enter Service Desk ticket to have it installed

10. Email Retention Policy Manage Your Incoming Email • Unsubscribe to e-mail mailing lists • Change How Meeting Responses are Processed • Act on your email after you have read it: Delete, File, or Save

11. Email Retention Policy NEXT STEPS • Learn more about AutoArchive and Personal Folders Archiving and Personal Folders Tutorial for Outlook 2003http://office.microsoft.com/training/training.aspx?AssetID=RC010265551033 Archiving and Personal Folders Tutorial for Outlook 2007 http://office.microsoft.com/training/training.aspx?AssetID=RC102385891033 • Configure your AutoArchive or move your mail to a Personal Folder • Start saving email and attachments with lasting value to your computer as a PDF

12. Email Retention Policy Set Up AutoArchive • AutoArchive is turned on by default“Would you like to AutoArchive your old items now?” • AutoArchive Folder is created on your computer • The folder structure of the main Outlook feature areas such as the Calendar folder, Task Folder, and individual email folders are replicated in the Archive Folder • AutoArchive will process only when Outlook on your computer is running. • AutoArchiving can not be set up or process in Outlook Web Access • Set archiving parameters so that mail archives before it ages to 120 days.

13. Email Retention Policy What Is Archived and When

14. Email Retention Policy Suggested AutoArchive Parameters • These settings will: • AutoArchiveevery 7 days • Stop “Would you like to archive now?” • Archive items that are older than 84 days (12 weeks.)

15. Email Retention Policy Excluding Calendar from AutoArchive • Right-click your Personal Calendar and click Properties on the shortcut menu. • Click the AutoArchive tab and click “Do not archive items in this folder.”

16. Email Retention Policy Create Personal Folders Like the Archive Folder, the Personal Folder is on your computer. But, you must move files manually. • You create the folder structure • You must remember to move the mail before it ages to 120 days

17. Email Retention Policy Save Email and Attachments in an Accessible Format • To identify Lasting Value email Sort email by Attachment, Subject, or Sender • Attachments can be saved in original format except if the attachment is a message • Print the individual email to the “PDFCreator” printer • Attachments are not included in the PDF file • Using Outlook client 2007, you can select more than one email in the view pane and “print” them into one document • Using Outlook Web Access and Outlook 2003, you must open the email one by one and print

18. Email Retention Policy Using PDFCreator • Navigate to the Print window so you can select the printer. • Select PDFCreator as the printer and click OK. • In the PDFCreator window rename your document and click SAVE. • Navigate to the location where you want the document saved. • Click Save.

19. Email Retention Policy Outlook Web Access • All mail and subfolders that you see on the web are on the server and therefore subject to being deleted after 120 days • To get advanced sorting capabilities you must use Internet Explorer • You can not set up AutoArchive in Web Access • You can have an Outlook profile set up on a University computer and then set up AutoArchive or Personal Folders • You must save Outlook Web mail to PDF by first opening the email and then “printing” it to PDF Creator • If you need a copy of PDFCreator please enter a Service Desk Ticket.

20. Email Retention Policy www.csueastbay.edu/servicedesk • Link to the Email Retention Pagehttp://www20.csueastbay.edu/its/service-desk/email/index.html • Link to Training Resources for Outlook Email and Calendar guides www.csueastbay.edu/training

21. Email Retention Policy

22. Email Retention Policy www.csueastbay.edu/training www.csueastbay.edu/training

23. Email Retention Policy Upcoming Overviews and Workshops https://warehouse2.csueastbay.edu/cmstraining

24. Email Retention Policy Contactthe Service Desk if you have questions. www.csueastbay.edu/servicedesk