Rick: At Ohio State, we have a Records Management policy and a General Records Retention Schedule for the management and destruction of university records. The schedule includes a discussion on the fifth page as to whether emails are public records. We also have a Public Records policy to help our folks understand Ohio public records law as it pertains to our work. https://library.osu.edu/documents/records-management/Records-Management-Policy.pdf https://library.osu.edu/documents/records-management/general-schedule.pdf http://compliance.osu.edu/PublicRecordsPolicy.pdf
Hope this is helpful, Christie Frankart [The Ohio State University] Christie Frankart Assistant Compliance Director Office of University Compliance and Integrity 1534 N. High Street, Columbus, OH 43201-2190 P: 614-292-6585 [email protected] compliance.osu.edu From: [email protected] [mailto:[email protected]] On Behalf Of Teresa Toney Sent: Wednesday, November 04, 2015 9:32 AM To: Association of College and University Policy Administrators Subject: Re: [acupa-l] Email Retention and Disposition Policy As a public sector entity, we follow the retention schedules as outlined by the Arizona State Library, Archives and Public Records: https://chancellor.maricopa.edu/public-stewardship/records-information/retention-schedules/electronic-communications-social-networking-and Essentially in records retention training --- we teach that the timeline is based upon the value/content of the record -- vs. the format --- all email can't be treated the same as far as retention timeframe --- it depends upon the content of the message that drives what retention schedule the message falls. On Wed, Nov 4, 2015 at 7:14 AM, Witmer, Rick <[email protected]<mailto:[email protected]>> wrote: Hello All, I’m part of a group at PSU which is reviewing our policies with regard to email. What is your institution’s Email Retention and Disposition policy? If you would be willing to share that information, I’d appreciate it. Thanks! Rick Senior Procedures Specialist / Supervisor Penn State University Systems & Procedures / GURU Website https://guru.psu.edu 202B James M. Elliott Building 814-863-8658<tel:814-863-8658> 814-865-3937<tel:814-865-3937> FAX From: [email protected]<mailto:[email protected]> [mailto:[email protected]<mailto:[email protected]>] On Behalf Of Michele Gross Sent: Wednesday, November 4, 2015 9:06 AM To: Institutional policy-related discussions <[email protected]<mailto:[email protected]>> Subject: [acupa-l] Encountering the "not safe" message on ACUPA.org Good morning everyone! Secure Site If you have gone to ACUPA.org in the past week, you may have encountered one of those "this site's identity cannot be verified" messages. ACUPA.org is now a redirect to the new URL. There is no security on ACUPA.org because there's nothing attached to it any longer which is why you might receive the security message. As soon as you're on acupa.site-ym.com<http://acupa.site-ym.com>, the pages are fully secured by the vendor. So in this instance, it is safe to hit "continue". The new vendor has an option to secure the old URL as well, and the Board is evaluating the ongoing cost vs. benefit. Please remember to change your password the first time you go in. Registration As is typically the case with moving a new system into production, some things don't go quite as planned and registering for the 2016 year was one of them. The identified problems have now been corrected and you should all be able to renew your membership for the upcoming calendar year. Should you have any issues while registering, please contact Joshua Adams, Cornell, at [email protected]<mailto:[email protected]>. He will be able to assist you in completing the task. Thank you so much for helping us work out the kinks! If you notice anything else or have a question, please do not hesitate to ask. Happy Wednesday! Michele -- Michele Gross, Director University Policy Program University of Minnesota 356-1 McNamara, 200 Oak street Minneapolis, MN 55454 612-624-8081<tel:612-624-8081> http://policy.umn.edu/ Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will distribute your message to the ENTIRE list of members. To send a message privately, reply directly to the individual who sent the message (their e-mail address appears in the "From" line of their original e-mail). To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html and complete the form. We will remove you from the list within 24 hours, during normal business hours. Questions about the ACUPA e-list? Contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837<tel:607-255-6837>. Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will distribute your message to the ENTIRE list of members. To send a message privately, reply directly to the individual who sent the message (their e-mail address appears in the "From" line of their original e-mail). To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html and complete the form. We will remove you from the list within 24 hours, during normal business hours. Questions about the ACUPA e-list? Contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837<tel:607-255-6837>. -- [https://chancellor.maricopa.edu/sites/default/files/v.t_0.jpg] Teresa M. Toney, M.P.A.: Manager, Office of Public Stewardship 2411 West 14th Street, Tempe AZ 85281 phone | 480-731-8880 • fax | 480-731-8819 email | [email protected]<mailto:[email protected]> website | www.maricopa.edu/publicstewardship<http://www.maricopa.edu/publicstewardship> Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will distribute your message to the ENTIRE list of members. To send a message privately, reply directly to the individual who sent the message (their e-mail address appears in the "From" line of their original e-mail). To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html and complete the form. We will remove you from the list within 24 hours, during normal business hours. Questions about the ACUPA e-list? Contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837.
