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Rules for Using E-Mail

Rules for Using E-Mail. A few things you need to know about using North Carolina’s e-mail system. PowerPoint Show by Paul Rasmussen – 7/28/09. All E-Mail is Public Record. All e-mail sent or received using a state e-mail account is a public record

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Rules for Using E-Mail

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  1. Rules for Using E-Mail A few things you need to know about using North Carolina’s e-mail system PowerPoint Show by Paul Rasmussen – 7/28/09

  2. All E-Mail is Public Record • All e-mail sent or received using a state e-mail account is a public record • As you handle your e-mail, you must comply with NC Public Records Laws

  3. Do Not Expect Privacy • All state e-mail is subject to public review, and to review by state officials • Anything you write in an e-mail may eventually be published in a newspaper

  4. Save Everything You Send • All e-mail you send must be saved in your “Sent” box for at least 24 hours • After 24 hours, you must comply with the Department of Cultural Resources retention schedule (found here) • E-mail of temporary or rapidly diminishing value may be erased after 24 hours, if the user determines that its reference value has ended

  5. Examples of “Temporary Value” • “Call me when you return to your office” • “Can you meet on Thursday?” • “Budget requests are due on the 30th” E-mail that has temporary or rapidly diminishing value may be deleted by a user, but not during the first 24 hours

  6. Not Just Temporary Value? You Must Save it for 10 years • Policies and directives • Correspondence related to official business • Work schedules • Meeting agendas or minutes • Any document which initiates, authorizes, or completes a business transaction

  7. When You Receive E-mail . . . • If you receive any e-mail which is definitely not related to state business, you may delete it immediately • E-mail containing advertising or offensive materials • E-mail from your husband telling you what time he will have dinner on the table

  8. When You Receive E-mail . . . • All e-mail you receive which is related to state business must not be deleted for at least 24 hours • After 24 hours, you may delete e-mail you do not need, or you may save it

  9. None of This, a Little of That • You must not use your state e-mail account for political purposes, to conduct private commercial transactions, or to engage in private business activities • You may use your state e-mail for limited family or personal communications, as long as those communications don’t interfere with your work

  10. In Summary . . . • E-mail you receive which is definitely not related to state business may be deleted • Other e-mail you receive must be kept for at least 24 hours, then may be deleted • All e-mail you send must be saved for at least 24 hours • After 24 hours, e-mail you send must be saved for 10 years if it has permanent value

  11. Finally . . . . • Everything you send or receive is public information – nothing is private! • Do not use your state e-mail account to conduct private or political business • Any personal use of your state e-mail account must be limited, and must not interfere with your work

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