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Message from jcampbell@fgcu.edu

Hello List,

While not specifically security related, I was hoping for some good feedback since this is one of the more active educause lists. I will also post to policy-discussion.

I am wondering how schools in states that have open government laws (aka "Sunshine Law") handle email retention.  Any feedback on products/solutions used to help (journaling or archiving) or examples of policies and procedures would be greatly appreciated.  I am particularly interested if any of my peers in Florida could share some insight.  

Thanks, have a great day everyone.

-- 
Josh Campbell
Systems Administrator
Business Technology Services
Florida Gulf Coast University
Griffin Hall 129
239-590-1235

Never give out your username or password to anyone.

Comments

Josh, Up until last year I worked in the Massachusetts State University System (the smallest campus). The state provided very detailed retention policies about how long things needed to be kept. From not at all for messages about things like "do you want to get some coffee?" to "retain forever" for communications to or from senior executives. At our campus this resulted in user education and making each person responsible for retention of their own communications (not the best solution from my perspective, and I was working on changing that). Other campuses did things like automated system that would retain copies of nearly all email for up to ten years with senior executive email being shunted into really long term storage. I would say check with your state's central IT organization and see what they are doing. - Mark -- Mark Berman, Chief Information Officer Siena College 515 Loudon Road Loudonville, NY 12211 (518)786-5000, Fax: (518)783-2590 Siena College is a learning community advancing the ideals of a liberal arts education, rooted in its identity as a Franciscan and Catholic institution. CONFIDENTIALITY NOTICE: This e-mail, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure, or distribution is prohibited. If you received this e-mail and are not the intended recipient, please inform the sender by e-mail reply and destroy all copies of the original message. From: "Campbell, Josh" > Date: Wednesday, July 25, 2012 5:04 PM Subject: Sunshine Law Email Retention Hello List, While not specifically security related, I was hoping for some good feedback since this is one of the more active educause lists. I will also post to policy-discussion. I am wondering how schools in states that have open government laws (aka "Sunshine Law") handle email retention. Any feedback on products/solutions used to help (journaling or archiving) or examples of policies and procedures would be greatly appreciated. I am particularly interested if any of my peers in Florida could share some insight. Thanks, have a great day everyone. -- Josh Campbell Systems Administrator Business Technology Services Florida Gulf Coast University Griffin Hall 129 239-590-1235 Never give out your username or password to anyone.
Message from jcampbell@fgcu.edu

Hello List,

I am wondering how schools in states that have open government laws (aka "Sunshine Law") handle email retention.  Any feedback on products/solutions used to help (journaling or archiving) or examples of policies and procedures would be greatly appreciated.  I am particularly interested if any of my peers in Florida could share some insight.  

Thanks, have a great day everyone.

-- 
Josh Campbell
Systems Administrator
Business Technology Services
Florida Gulf Coast University
Griffin Hall 129
239-590-1235

Never give out your username or password to anyone.
********** Visit the EDUCAUSE Policy website at http://www.educause.edu/policy.

Virginia law on the retention of public records is by function, not format, so that if a paper letter and an email serve the same function, they are treated the same. That proves a challenge logistically, and the burden is put on the creator of the record to define, retain, and, when appropriate, destroy.
 
Note: Lots of things are subject to state FOIA (sunshine), whether a record or not, and many official records that must be retained are not subject to FOIA.
 
We’ve recently put together and are in the process of disseminating some guidance that focuses on the public records retention part. The basic message is below:
 

Information Technology at Virginia Tech provides central email services to the university community. . .  Information Technology safeguards university operations by backing-up email that is left on these systems. Back-ups are kept for a limited period of time, sufficient to restore current email should there be a system failure.

Individual employees using the centrally provided email systems­—or any departmentally provided email system—are responsible for

(a) identifying which emails . . .constitute an official “university record,”

(b) retaining those official records for the appropriate length of time (for example, 3 years for departmental correspondence), and

(c ) destroying those records after the appropriate retention period.

Records Management Services can assist with information about how to define a university record, and what the retention periods are.

 

Susan Brooker-Gross
Director for Policy and Communications
Information Technology
1700 Pratt Drive
Virginia Tech
Blacksburg VA 24061
 
 
Josh, The University of Florida¹s Policy on E-Mail as Public Records is available at: http://ufcn.urel.ufl.edu/email.html -avi -- Avi Baumstein Office of Information Security and Compliance University of Florida 352-273-5032
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