Professional Documents
Culture Documents
The detailed warrants gave the agents broad authority to search the museums' galleries, offices, storage areas and computer archives. They were looking for objects and records related to the primary targets of the investigation. Los Angeles Times, January 25, 2008
State agency employees are responsible for managing all of their e-mails, including messages sent and received
Requests from the public for e-mail records must be honored in the same manner as other public records
E-mail records must remain accessible during their entire retention period and should be maintained in such as manner as to permit easy access and timely retrieval
Employee responsibilities
As an employee of a state agency, you must manage all of your information assets, both paper and electronic. If you dont, you can create serious legal, operational and public relations risks from the museum Moreover, you can lose your job, be bought to trial, or even go to jail for up to five years If any person steal or fraudulently secrete or destroy a public record or part thereof, he shall be guilty of a Class 6 felony. Source: Code of Virginia, Section 18.2-107
Records appraisal
All of the values below will be considered when determining which records are permanent or temporary, and if so, how long to keep them:
Administrative: continuing utility in the operation of the agency Fiscal: documents and verifies financial authorizations, obligations, and transactions Legal: documents actions taken in the protection and proving of legal or civil rights and obligations of individuals and the agency
Historical: contains unique information, regardless of age, that provides understanding of some aspect of government and promotes the development of an informed and enlightened citizenry
GS-102 Series Description Checks and Checking 012096 This series contains reports, cancelled checks, returned checks, check registers, checking statements, and other records relating to the agencys checking accounts. Retain 3 years or until audit, whichever is longer, then destroy.
Disposition Statement Retention Statement
Record
From outside agency Is your department the official record creator? You changed it
Informational or reference
Temporary record
Permanent record
Do not create a folder structure based on the program used (Word files, Excel files) because that doesnt tell you anything about the content of the files inside
Version number (v1, vers1) Date of creation (021408, 02_14_08, 20080214) Name of creator (RBSmith, RBS) Description of content (Medkit, Report, Corr) Intended audience (Pub, Int, Conf) Name of group associated with record (CommABC, Trustee)
Always include the date (at least the year) in file or folder names for temporary records because that will make destruction compliance much easier!
Reference materials -Newsletters Copies of materials for distribution* -Policies, procedures Transactional e-mail / announcements -Meeting times, lunch dates, staff association events, holiday schedules Listserv messages Personal e-mail Spam
*If you are not the original distributor
(1) From: Wally To: A1 Asphalt Subject: Contract clarification Message: This is a good question. The intent of that item in the contract is to (2) From: Commissioner Patterson To: All Staff Subject: E-mail policy Message: Please read carefully and comply with the following e-mail policy (3) From: Kevin To: Daniel Subject: Re: Draft for review Message: Sorry about the delay. See what you think about this draft and get back to me by Thursday (4) From: Brad To: Mindy Subject: Committee appointment Message: You have formally been appointed to the Department Improvement Committee (5) From: Laura To: Staff on the 9th Floor Subject: Party Announcement Message: Join us on December 18th for our annual holiday celebration. This year we hope
(6) From: Hugh To: Sarah Subject: Fwd: Joke Message: Heres a good one! A giant grasshopper goes into a bar
(7) From: Sandra To: Jane Subject: Information for annual report Message: Here are the statistics I gathered for the annual report. Let me know if (8) From: Leon To: Roger Subject: Letter of complaint Message: Dear sir, I feel compelled to send you this complaint about the people working in your department (9) From: Kelly To: John Subject: Not feeling well Message: Sorry Ive been out of the office, but I have been battling this terrible cold for days now. Can you please let me know what (10) From: John To: All Managers Subject: Instructions for travel form Message: Here are the instructions for filling out the newly updated travel form
Addresses of specific recipients (including Cc and Bcc fields), not names of distribution lists Address of the sender Date and time the message was sent and/or received Subject line Body of e-mail message All attachments
(2) Always Cc or Bcc yourself when you know youre sending an e-mail you will need to keep so once it arrives in your inbox, file it away. Then you can safely delete your sent mail at regular intervals.*
*If youre sending e-mails with sensitive or personal information, they will need to be destroyed properly
Reference e-mails
Temporary e-mails
Archiving e-mail
Three methods of archiving e-mails outside of Outlook: (1) Print e-mails and maintain them with your paper files (2) Save e-mails as text files on the secure network server, not on your hard drive (3) Create personal archive folders (.pst files) and store them on the secure network server, not on your hard drive The best system is a combination of methods 1 and 2: Print and file all permanent e-mails Store all other e-mails in folders based upon subject and date and destroy records routinely based upon retention schedules
Digital images our digital image archives are our on the museums most valuable information assets