Transcript Slide 1

Records and Information
Management
Email Lifecycle
Dennis Larsen
Records Officer
Webinar for Cooperative Extension
5/19/2014
Records Management
• Wis. Statute 16.61(2) spells out management
and retention of records, role of public records
board, records officers, records retention
schedules, etc.
• Records retention schedules: rules which
concern the retention and disposition of
specific and identified groups of records.
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Presentation Will Help You-1. Learn the principles of records management.
2. Learn the records retention and disposition
rules for managing your e-mail.
3. Consider what email and other records to
retain and what to delete and when.
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What are records?
• Recorded information in any form or media.
• Evidence of business transactions.
• Wisconsin Statutes 16.61(2)(b) defines “Public
Records” and lists various media, then
identifies that records are made or received in
the course of public business.
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Records Management
LegalAuthority
• Authority for records in the UW System is
established by state statute and the UW
System Board of Regents.
• Public Records Board (PRB) approves
retention & disposition schedules.
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Requests for Public Records
• Open Records Requests—when an individual or other entity (public or
private) requests to obtain or see a public record. In Cooperative
Extension, mostly mailing lists.
• Statue calls these “public records”
• Related in law to “open and public meetings
• Refer requests for “public records” to Jason Beier, Interim Vice Chancellor
for Administrative and Financial Services, UW Colleges and UW-Extension,
608-265-3040.
• See also http://www.uwex.uwc.edu/records/request/
• Jason Beier will ensure proper legal protection of confidential and
personal identifiable information.
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What are not records?
• Wisconsin Statute 16.61(2)(b) indicates what
public records do not include:
Duplicates or convenience copies, drafts, notes,
preliminary computations, routing slips, envelopes,
unsolicited invitations & notices, and library books
• These often called non-records.
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We often have more records than
we need & finding what we want is
like finding…
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Where do we start?
Cloud
Computing
Computer files
facebook
Google+
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Retention or Disposition?
Retain or Dispose?
• Axiom of records management:
– Most records loose significance fast.
• Once you have attended a meeting, the email invitation
becomes much less interesting.
• When can we discard, destroy, or delete?
• A few records - much more important & kept
longer: contracts, others?.... But then delete!
• Retention periods for records imply an end to
retention. In other words, deletion!
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Records Management
and
Email Lifecycle
Think in terms of a hierarchy for retention purposes:
– Delete
– Retain for 7 days then, delete
– Retain for 6 months after an event, then delete
– Retain based on an existing records schedule for
longer periods of time and then delete.
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Identify email content
Is the email nonbusiness &
personal, an extra
copy, a draft, or
spam?
Yes
Wisconsin State Statue
16.61(2)(b) says it is not a
record. Delete it!
No
Is the email
business, but has
transitory, short
term value?
Yes
Retention Schedule*: Keep 7
days or until superseded or
event has expired. Delete it!
No
Is the email
routine business,
but with an ending
event?
Yes
Retention Schedule*: Keep
6 months after event,
project or activity. Delete it!
Yes
e.g. RDA00112000
Program Participant Data
and Records/Registration
Forms.
Session ends + 18
months. Delete!
No
Is the email part of
existing a known
schedule?
No? Contact records
officer
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Is the email
non- business
& personal, an
extra copy, a
draft, or spam?
Yes
Wisconsin State
Statue
16.61(2)(b)
says it is not a
record, it is a
non-record
Delete it!
No
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Non-Records Examples:
• Details about a social lunch date (non
business)
• Copies of email for which you are not the
primary recipient.
• Email from a firm selling or advertising.
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Is the email
business, but
has transitory,
short term
value?
Yes
Keep 7 days
or until
superseded
or event has
expired.
Delete it!
No
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Transitory Email
This email is business oriented but of very short term value.
– Invitations to meetings that are only of minor
importance for you, or for a meeting that has
already occurred.
– Response to a simple request for information or
materials which are dispatched in a matter of
minutes (without lengthy research to do).
– Notifications sent via a distribution list about
holidays, news bulletins, news of air conditioner
maintenance, etc. e.g. News and Ideas updates
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Is the email
routine
business, but
with an ending
event?
Yes
Keep 6
months
after
event,
project
or
activity.
Delete it!
No
No? Contact the
Records Officer
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Create Folders for Retaining Emails
ABC Project
• Routine Retain 6 mo. From Event
– EVT = project ends (mm/dd/yyyy)
– EVT = semester ends (05/17/2011)
• Event is defined by the email user or
by a group of users
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Routine Email Examples
Routine email has continuing value. Documents transactions of
public business, decision making and dissemination of
substantive materials.
• Email thread with members of program area team about
development of educational program with attachments of the
draft curriculum. The program will be used over time by
colleagues throughout the state in local communities.
• Email from Dean and Director Rick Klemme explaining a study
of salary equity issues in Cooperative Extension with the
executive summary report of the consultant as the
attachment. The report and Rick’s message is posted on a
website and on a blog.
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Routine Email Examples
Routine email has continuing value. Documents transactions of
public business, decision making and dissemination of
substantive materials.
• Email thread of a faculty governance committee discussing an
issue from a recent and future committee meeting with
comments about implications of the issue for an institutional
governance meeting.
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Is the email part of
existing a known
schedule?
Yes
e.g.
RDA0011200:
Program
Participant
Data and
Records/Regis
tration Forms
Keep after
session ends,
18 months.
Delete!
No? Contact
records
officer
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Cooperative Extension
Records Schedules
Some custom records retention and disposition schedules pertain
to your work:
• Program Participant Data and Records/Registration Forms
– RDA00112000
– Event + 18 months, destroy
– Event = Session ends
• Criminal Records Checks (Criminal Background checks)Volunteers
– RDA00111000
– Year created + 4 years, destroy, but keep latest records check
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UW System-wide Records Schedules
Some General Records Schedules useful to you:
UWPER013 Search & Screen Committee Records
– Event + 6 years then confidentially destroy/delete,
– Event = Date position filled
– Copies: Destroy when no longer needed
UWADM018 Agendas/Minutes
– Event + 3 years then transfer to UW-Archives
– Event = Approval of minutes
– Copies: Destroy when no longer needed
 Many other records schedules and details are available at
http://www.uwex.uwc.edu/records/schedules/
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Questions or Comments
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Contact Information
Send questions and comments to Dennis Larsen
[email protected]
432 Lake Street, Room 211
Madison, WI 53706
608-262-2477
– See website for information about records
management and records retention schedules.
http://www.uwex.uwc.edu/records/index.cfm
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