cdps

COLORADO DEPARTMENT OF PUBLIC SAFETY

Chapter

Section 2

Title 3

POLICY AND PROCEDURES MANUAL

5 Effective Date: Date Reviewed: Date Revised: Supersedes:

September 8, 2006

August 25, 2006

TITLE:

INTERNET USE

PAGE 1 OF 3

PURPOSE: When used appropriately, the Internet is a valuable and useful tool for researching, sharing, and gaining information. As a criminal justice agency, it is imperative that CDPS and its members adhere to all state and federal laws. This policy establishes basic Internet use requirements so that members are able to use the Internet in a manner that does not violate the law or bring discredit upon the CDPS or the criminal justice community, and that does not compromise the safety of any system or information accessed by CDPS members or the information of any citizen or state employee.

POLICY: I. All CDPS members accessing the Internet and its available information and services on a state-owned computer or electronic messaging device (EMD) will do so in a responsible manner, consistent with the rules, mission and goals of the CDPS. Members are explicitly prohibited from using any state-owned electronic communications system or EMD to transmit, receive, distribute, or display any material that is libelous, sexually explicit, offensive, defamatory, harassing, illegal, threatening or abusive; any material that is in violation of any department or division rules, regulations, or policy; any material that invades another person's privacy; or any material that would bring discredit upon the CDPS. The Deputy Executive Director and division directors may establish more specific directives (policies, rules, procedures, and standards) regarding Internet use by members of their divisions, and may authorize special, investigative uses of the Internet. However, division policies will not override or supersede any Personnel Rules and Regulations of the State of Colorado or policies issued by the Executive Director of Public Safety. Members have no personal privacy rights when transmitting, receiving, or storing information on state-owned electronic communications systems or EMDs. By using state-owned electronic communications systems or EMDs, the member is, in effect, aware of and will be subject to this policy.

II.

III.

IV.

V.

REFERENCES: Governors Executive Order D 002 00 Federal Electronic Communications Privacy Act (ECPA) 18 USC 2510 et seq.

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 5 Section 2 Title 3 Page 2 of 3

ORGANIZATIONAL REFERENCES: Executive Directors Office, Information Technology Section CDPS Integrity in Government Policy; 1.1.2 CDPS Harassment Policy, 2.1.5. CDPS Use of Computers Policy, 5.2.1 Division directives

DEFINITIONS: Blog: On the Internet, a blog (short for weblog) is a personal journal that is frequently updated and intended for general public consumption. Blogs generally represent the personality of the author or reflect the purpose of the Website that hosts the blog. Topics sometimes include brief philosophical musings, commentary on Internet and other social issues, and links to other sites the author favors. Electronic Messaging Device (EMD): Computers, electronic mail systems, telephone/voice mail systems, pagers/paging systems, electronic bulletin boards, cell phones, Internet services, Mobile Data Computers (MDCs), Personal Data Assistants (PDAs), and facsimile machine (FAXs ). URL (Uniform Resource Locator): The web address identified by the www.something.type format. Virus: A piece of programming code usually disguised as something else that causes some unexpected and usually undesirable event. A virus is often designed so that it is automatically spread to other computer users.

PROCEDURES: 1. CDPS Information Technology will monitor all Internet access from CDPS workstations with regard to connection, URL visited, duration of access, and site content. Reports will be submitted to and reviewed by the appropriate division. A member whose use of the Internet or of any state-owned EMD is contrary to policy, rule, procedure or directive may be subject to corrective or disciplinary action, up to and including termination. Members will not store any system or site access passwords within an Internet browser (i.e., selecting the remember my password options). Members will not upload, download, store, install or transmit via state-owned electronic communications systems content or material from the Internet that infringes upon any patent, trademark, copyright, right of publicity, moral right or other intellectual property right of another person or entity; nor any materials containing software viruses or other harmful computer code unless done for official state business. Members will not use any state-owned EMD for personal, non-business-related activity using the Internet, where the member is required to enter personal information (e.g. date of birth, social security number, credit card number, bank account or PIN numbers, etc.) in order to access information or procure goods and/or services.

2.

3.

4.

5.

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 3 Section 1 Title 4 Page 3 of 3

a.

A state-owned EMD may be used to enroll in state benefits and make a retirement choice, and to change benefits when required (for a life change and during open enrollment). A state-owned EMD may not be used to access, manage or change a member's investment portfolio in any of the state's defined contribution plans, 401k plans, or 457 plans. Members may not use a state-owned EMD to log on to any state benefit web site to review their service history, retirement balances, to purchase service credit, etc. A state-owned EMD may not be used to log on to any personal banking, investment, mortgage or other type of financial account for any purpose. A state-owned EMD may be used to procure goods and services for state use with the states procurement, travel and event cards, so long as the use is in compliance with the provisions of those cards.

b.

c.

d.

6.

Posting comments on Internet websites or on blogs is prohibited unless it is for official state business.

COLORADO DEPARTMENT OF PUBLIC SAFETY

POLICY AND PROCEDURES MANUAL

Chapter 5 Effective Date:

Section 2 July 1, 1997 June, 1997 June 6 , 1997

Title 2

Date Reviewed: Date Revised: Supersedes:

TITLE: USE OF ELECTRONIC MESSAGING SYSTEMS (E-MAIL)

Page 1 of 7

PURPOSE Electronic messaging, also referred to as electronic mail or e-mail, is one of a number of technological tools available to help our members provide efficient services to our customers. The use of the departments Local Area Network (LAN), the World-Wide Web (WWW or Internet), bulletin boards, and other systems that allow electronic messaging can provide business conveniences and aid in the efficient flow of information. These systems are similar in many ways to traditional mail and telephone services, yet present other unique challenges. We must ensure their integrity and that they are used to further the public service mission of our agency. The business of Colorado State Government is sponsored and owned by the citizens of our state and, by statute, they are guaranteed access to certain records of the department. The use of electronic messaging is encouraged by the department. One of the savings realized through the use of this technology is the reduction of paper-based communication, which depletes a natural resource and is becoming an increasingly expensive medium. Electronic messaging can also speed the dissemination of information vital to the business of state government and our citizens. The purpose of this policy is to balance the benefits and challenges of electronic messaging systems, and to comply with Colorado Revised Statutes, specifically 24-72-204.5 which requires each state agency to adopt a policy regarding electronic mail. POLICY All correspondence produced by CDPS members in the course of their jobs, unless specifically exempted by the Colorado Public Records Statutes or by attorney-client privilege, are public records. Therefore, any correspondence generated or received by any member via state-owned electronic messaging systems, whether stored electronically or printed on paper, is a public record which may be subject to public inspection under C.R.S. 24-72-301, 302, 303 or 304, unless excepted by this statute. All correspondence including files and documents produced, transmitted, or received on any department- or state-owned electronic messaging system are the property of the Colorado Department of Public Safety and the State of Colorado.

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 5 Section 2 Title 2 Page 2 of 7

The department may control access to and the use of state-owned electronic messaging systems, and may impose corrective and/or disciplinary action for any violation of such controls and policies. The use of these systems is limited to the official business of the State of Colorado and the Colorado Department of Public Safety. Members have no personal privacy rights when sending or receiving e-mail messages on stateand department-owned electronic messaging systems. Any document, message, or file on these systems is subject to inspection by department and/or division management at any time. With the exception of this right of management, or by other lawful process of law enforcement agencies, all electronic correspondence is intended for viewing exclusively by the sender and the addressed receiver(s) of the correspondence. Monitoring to prevent abuse of department-owned electronic messaging systems may occur through the exercise of sound discretion by agency management, consistent with CDPS Values (page iii) and Rules (page iv). The department has no desire to invade a members privacy, but has the duty to safeguard state business, state property, and the rights of its members and Colorados citizens. Prior to receiving an e-mail account or access to state- or department-owned electronic messaging systems, a member shall sign a certification (Exhibit A) that they have read this policy regarding electronic messaging systems.

References 18 U.S.C. 2510, the Federal Electronics Communication Privacy Act of 1986 Title 18, Article 9, Section 303, Colorado Revised Statutes Title 24, Article 72, Sections 201 through 204.5, and 301, Colorado Revised Statutes Title 24, Article 72, Sections 301 through 309, Colorado Revised Statutes Title 24, Article 80, Section 101, Colorado Revised Statutes

Organizational References CDPS Integrity in Government Policy, 1.1.2 CDPS Use of Computers and Related Systems Policy, 5.2.1 Executive Directors Office, Information Technology Services Section Executive Directors Office, Policy Director/Official Custodian

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 5 Section 2 Title 2 Page 3 of 7

Definitions I. The terms electronic mail, electronic message and e-mail refer to an electronic message that is transmitted between two or more computers or electronic terminals, whether or not the message is converted to hard copy format after receipt, and whether or not the message is viewed immediately or is stored for later retrieval. This definition of terms includes electronic messages transmitted through a local (LAN), regional, or global (Internet) computer system. Correspondence means a communication or message that is sent to, or received by, one or more specifically identified individuals and that is, or can be, produced in written (hard copy) form. This includes, without limitation, communications sent via U.S. Mail, via private courier, or via electronic transmission. Per CRS 24-80-LCL(l): Records [emphasis added] means all books, papers, maps, photographs, or other documentary materials, regardless of physical form or characteristics, made or received by any governmental agency in pursuance of law or in connection with the transaction of public business, and preserved or appropriate for preservation by the agency as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the government, or because of the value of the official governmental data contained therein. As used in this part l, the following are excluded from the definition of records: [For this policy only CRS 24-80-101 (1)(f) applies.] (f) Electronic mail messages, regardless of whether such messages are produced or stored using state-owned equipment or software, unless the recipient has previously segregated and stored such messages as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the value of the official governmental data contained therein. Public records means and includes all writings made, maintained, or kept by the state or any agency for use in the exercise of functions required or authorized by law or administrative rule or involving the receipt or expenditure of public funds. Public records does not include criminal justice records which are subject to provisions in Part 3 of Title 24, Article 72 of the Colorado Revised Statutes; or work product prepared for elected officials.

II.

III.

IV.

Procedures I. Use of state-owned electronic messaging systems. A. Use of electronic messages or correspondence should be viewed in the same manner as the use of traditional, hard copy correspondence, such as memoranda or letters.

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 5 Section 2 Title 2 Page 4 of 7

B.

Any member using state- and department-owned messaging systems is responsible for abiding by all requirements of this policy, and any other policies established by the systems administrator. State- and department-owned electronic messaging systems shall be used only for official state business. CDPS provides, as a resource for its members, a CDPS Bulletin Board. This resource may be used and accessed by CDPS members to post and view nonbusiness-related messages and general announcements. The use of the CDPS Bulletin Board shall be in accordance with Procedure I.C. of this policy, except that the messages posted there will not necessarily support the mission of the agency. These messages will be considered part of a tool to foster employee morale and communication. Examples of messages that may be posted on the CDPS Bulletin Board are: Tickets to sporting events, plays, etc., which are available Birth announcements Notices of illness

C.

D.

The System Manager of the Information Technology Services Section, Executive Directors Office, will ensure that messages are removed after 30 days. Members shall not remove any messages posted on the CDPS Bulletin Board system. E. Supervisors and systems administrators will ensure proper management of access to state-owned and -used systems. Access should be reviewed based on need and any other appropriate criteria. The supervisor shall immediately inform all system administrators of a members termination or separation from the Department, and the administrators shall immediately cancel or schedule cancellation of that members access to all state systems. All electronic messages sent via the CDPS LAN, by default, will not be designated as private by the system. This does not mean that these nonprivate messages can be viewed by anyone other than the sender and the designated receiver(s); it is to ensure the electronic messaging systems default designation is non-private so that the receiver may designate the message as provided in statute. (NOTE: This procedure is specific to the existing LAN software, Higgins, and may change if the LAN software is changed.) If the sender wishes to otherwise designate an electronic message, the sender must use the appropriate software commands prior to transmission.

F.

G.

H.

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 5 Section 2 Title 2 Page 5 of 7

II.

Management of Electronic Messages A. All electronic messages transmitted or received over state-owned systems will fall into one of three categories. As stated in CRS 24-80-101, it is the responsibility of each user to designate appropriately and store electronic mail messages they receive. 1. Public Records - Open are messages which, by statute, are public records and may be open to public inspection. The receiving member shall designate, segregate and store this type of message as public records-open, so that these records may be available should an inspection request be received. 2. Public Records - Limited Access are messages which, by statute, are public records to which access is limited by statute. These include records which fall under attorney-client privilege; employee, citizen, and prisoner medical information; and certain other records which may be considered confidential. The receiving member shall designate, segregate and store this type of message as public records-limited access. 3. Incidental Business Communications are messages that are public records, but preserving them as records of government activity is not required by statute. While these messages serve a useful, day-to-day purpose, their retention is not critical or required. Prior to the advent of email, such messages were commonly handled by telephone or informal conversations with those involved. Examples of incidental business communications would be: notices of change in time or location of routine meetings, appointments, or other events; questions regarding due dates of reports, assignments, or other activities; reminders of functions, assignments, etc. B. Electronic messaging files created, transmitted, and stored on the CDPS Network (LAN) and not specifically saved to a key-word, electronic file, or hard copy by the sender or receiver(s) within 60 days of the date originated will be automatically and permanently purged from the network server, located at CDPS Headquarters. Members should be aware that, if the department is involved in litigation, any and all electronic correspondence residing on state systems and equipment may be subject to the legal discovery process.

C.

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 5 Section 2 Title 2 Page 6 of 7

III.

Training and Evaluation

Supervisors are responsible to make arrangements for necessary training on available systems and on this policy to all of their subordinate members. New member orientation should include this policy with information about the systems available for use and the level of access granted to that member.

COLORADO DEPARTMENT OF PUBLIC SAFETY POLICY AND PROCEDURES MANUAL

Chapter 5 Section 2 Title 2 Page 7 of 7

EXHIBIT A

COLORADO DEPARTMENT OF PUBLIC SAFETY NOTICE OF ELECTRONIC MESSAGE MONITORING

The Colorado Department of Public Safety (CDPS) and the State of Colorado own electronic messaging systems to further the business of serving our citizens. The use of these systems is limited to the official business of the State of Colorado and the Colorado Department of Public Safety. The CDPS has the duty to safeguard these systems, and has enacted policy and procedures regarding their use. This notice specifically applies to CDPS policy 5.2.2., Use of Electronic Messaging Systems (E-mail). By signing below, I certify that I have read CDPS Policy 5.2.2.; that I understand its contents; and that I have received notice that electronic messages I send and/or receive may be monitored to prevent system abuse. In exercising my access to state- or department-owned systems, I understand I have no right of personal privacy for messages I send or receive, except as stated in CDPS Policy 5.2.2.

Members Name (Print)

Members Signature

Date

Supervisors Name

Supervisors Signature

Date

CDPS 18 (6/97)

CDPS Hub - Outlook Policy Information (Signatures, use, etc.)

CDPS Welcome Jane Crisman |

CDPS Hub
CDPS CBI CDPS Hub CSP DCJ Division of Fire Safety Executive Director's Office Human Resources

All Sites All Sites

Member Center

OIT

Reports/BI

Search

Site Actions

CDPS > CDPS Hub > CDPS OUTLOOK FAQ > Outlook Policy Information (Signatures, use, etc.)

CDPS OUTLOOK FAQ Outlook Policy Information (Signatures, use, etc.) Edit | Page History | Incoming Links
View All Site Content Documents CDPS OUTLOOK FAQ Document Center CDPS Bulletin Board CDPS Internet Site MS Office 2007 Help and Tips Recycle Bin Recently Modified Home Outlook Tips Sent Via E-mail Delegation Quick Reference Card Delegation Quick Reference Card View All Pages

From: Jane Crisman [Jane.Crisman@cdps.state.co.us] Received: 12/17/09 12:05 PM To: * CDPS - A Fresh Outlook Transition Team Members [CDPSAFreshOutlookTransitionTeamMembers@email.state] Subject: Message from A Fresh Outlook Team RE: Clarification of E-mail Policies ****This message is being sent to all activated CDPS Outlook Users please ensure those within your span of control receive it.***** I have been receiving many questions regarding e-mail policies. We have not had a reliable All Users list, and new users are being added each day; information sent after cut over has not been received by all. The Outlook tip e-mail message, included below, sent by CSP Fresh Outlook Team member Jeremy Guddat yesterday, also generated several questions. First, regarding the signature that appears in Jeremys message: This an Outlook business card or .vcf file. The Outlook business card feature is allowed under CDPS e-mail policy. There is a function in Outlook for creating an electronic business card, which can be sent with e-mail messages. When you receive the card, it appears as in Jeremys message, but it is not a signature. Look in the Attached: field under the Subject: line for the *.vcf file. When you receive an Outlook business card, if you double-click on the file attachment, an Outlook contacts window pops up. Many of the fields will already be populated, and you can choose to save the entry to your personal address book. If it were a signature, there would be no .vcf file attached. The electronic business card feature is most useful when sent to contacts outside of CDPS, who also use Outlook, not CDPS users. All CDPS users will have access to this kind of information for CDPS members, once we have been able to fully populate the Global Address List. The GAL did not load properly at cut over. Fresh Outlook Team members and other division staff are working to ensure the information is added and corrected. The .vcf file is very small (around 10-15 kb). Signatures like those that were in use in Lotus Notes, with graphics, colors, pictures, etc., rapidly take up mail box and server space. E-mail Policies: Second, here is the policy information (with a couple of updates) that was sent Monday. Many users have not received it. As a reminder, existing CDPS e-mail, computer, and Internet use policies apply to Outlook and all other stateowned messaging systems. Your Outlook account is for state business only. Personal e-mail accounts may not be accessed using state messaging systems or state equipment. Because of the transition to Outlook, and the hosting of CDPS accounts by the Governors Office of Information Technology (OIT), there are some additional e-mail policies CDPS has adopted. These policies will soon be posted on SharePoint. Revised CDPS policies and procedures will be published soon. For now, here are the major new policy items to keep in mind: 1. Mailboxes sizes are capped. The default mailbox size is 100 megabytes. In the FAQs on the CDPS Hub, you will find a tip to check how much of your mail box has been used. Users will receive an automated message when their mailbox is 75% full. Once a mailbox is 100% full, no e-mails can be received or sent by the user until the mailbox size is reduced. 2. All e-mails sent from a CDPS mail account will have a statement that the message is subject to public records laws. (It appears at the bottom of this message.) Users cannot change this. 3. Users are encouraged to set up a signature for messages that includes their name and work contact information. However, users may not include graphics, quotes, phrases or sayings in their signatures. Outlook business cards (.vcf) files may be used and may be sent outside the department. 4. Backgrounds or watermarks may not be used for e-mail messages. This includes Outlook signatures, personal stationery, themes, and backgrounds, as well as user-uploaded or created stationery, themes, backgrounds and watermarks. The Fresh Outlook Team (including yours truly) and OIT at CDPS staff are working hard to post information you need to the Outlook FAQ page on SharePoint, including information from past e-mails that were sent before and after the cut over, which may be helpful for you. Please remember, Outlook is only a part of the Departments shift to new technology; SharePoint is a larger part of that shift.

http://cdps/CDPSHub/CDPS%20OUTLOOK%20FAQ/Outlook%20Policy%20Information%20(Signatures,%20use,%20etc.).aspx[6/26/2012 3:20:24 PM]

CDPS Hub - Outlook Policy Information (Signatures, use, etc.)

Outlook is designed for e-mail communication and not document management; SharePoint is designed to hold reference information, documents, publications, etc. The Fresh Outlook team will be pointing you to the CDPS Hub on SharePoint for most information from this point forward. (If you do not know how to access SharePoint, your divisions Fresh Outlook Team member is your best resource.) A final note: The CDPS Electronic Bulletin Board is down for the next two to three weeks. The new bulletin board will not be a part of Outlook, but will be available to all CDPS Outlook users. Personal material that would normally be posted on the Bulletin Board may not be sent via e-mail in the interim. E-mail is for state business, only. Thanks for your patience and understanding.
From: Jeremy Guddat Sent: Wednesday, December 16, 2009 3:18 PM To: * CDPS - All Users All Users of the MS Outlook System Subject: Just a little trick for Last name Searches

To whomever might need to know: I have been receiving several comments about having to search by first name in the address bar. Just a little trick for now: If you type in the first few letters of the persons last name in the to or cc line and then hold down the Ctrl key while depressing the k key (Cntrl + K) it will bring up a list of members with the last name. I hope this relieves some anxiety that many might have about not knowing someones first name. Contact your appropriate fresh outlook team member for anything further (there are full of all kinds of cool informationJ)

(The "business card" or .vcf file graphic will not import into SharePoint in this way.)

http://cdps/CDPSHub/CDPS%20OUTLOOK%20FAQ/Outlook%20Policy%20Information%20(Signatures,%20use,%20etc.).aspx[6/26/2012 3:20:24 PM]

Guidelines for Retention of E-mail Messages

Are e-mail messages records under the States Open Records and Criminal Justice Records Acts? Yes, they are, and not just e-mails. Any messages stored by or exchanged via state-owned electronic message systems and devices are considered records. That it why it is so important that each CDPS member who uses state-owned electronic messaging systems and devices, including cell phones (text messages), Blackberries (text and Messenger messages), pagers, e-mail, CCIC/NCIC, FrontLine, etc. understand that any record on a state device is a public (read: state-owned, belonging to the public) record, and may be open to public view or release. All public records, including those that may not be open under the Colorado Open Records Act (CORA) or the Criminal Justice Records Act (CJRA), may be subject to the legal discovery process under Federal and State rules of court procedures. As stated in CRS 24-80-101, it is the responsibility of each user to designate appropriately and store electronic mail messages they receive. This will be true in the new MS Outlook environment, as well. As stated in CRS 24-80-101, it is the responsibility of each user to designate appropriately and store or retain electronic mail messages they receive.

CAUTION: No record, electronic or in any other format, shall be deleted if it pertains to any pending complaint, action, audit, legal claim, or litigation/lawsuit. If you are unsure about whether you may have any such records and if so, how they should be retained, please ask your supervisor. Often, e-mail messages act as a transmittal or routing form. Such messages should not be retained, unless they pertain to or are needed for associated files or investigation, etc. However, any file(s) attached may be a record that needs to be retained. In these cases, the attached file(s) should be treated as stand-alone documents and retained according to their content. Very few e-mail messages require permanent retention. For e-mail messages that do, whether received in the past, present, or future, the best means of handling them is probably to print them. This will ensure the record can always be read, no matter the software version or upon which server or computer they reside. The second-best option would be to save them in a portable document format (PDF), with a product such as Adobe Acrobat or PDF Writer. Here are some very basic guidelines that should address the vast majority of e-mail messages you send and receive:

Incidental Business Communications are messages that are public records, but preserving them as records of government activity is not required by statute. While these messages serve a useful, day-to-day purpose, they are not critical nor required, and should not be retained for longer than 90 days. Prior to the use of e-mail, such messages were commonly handled by telephone or informal conversations with those involved.

Examples of incidental business communications are: notices of change in time or location of routine meetings, appointments, or other events; questions regarding due dates of reports, assignments, or other activities; reminders of functions, meetings, assignments, etc. Phone Messages sent via Lotus Notes (either as e-mails or using the phone message format) need not by retained, unless the message pertains to or is needed for associated files or investigation, etc.

Public Records - Limited Access are messages which, by statute, are public records to which access is limited. These include records which fall under attorney-client privilege; member, citizen, and prisoner medical information; and certain other records which may be considered confidential. The member receiving the e-mail message should designate, segregate and store this type of message as public records-limited access. Alternatively, a business unit or program may have a designated staff member who retains the official records of that unit. In that case, other members should ensure any records they have are given to that staff member; then the individual members have no need to retain them. This ensures that multiple copies are not stored.

Permanent Records: Remember that the department or division needs to keep only one copy of a permanent record (called the record or official copy). Therefore, permanent records do not normally belong in an individuals e-mail or personal folder; they should be kept in a central unit, program or division shared folder, or in a main paper filing cabinet so that the transition of employees in and out does not cause the record to be lost or accidentally destroyed. Usually, only the final or officially published version of a document needs to be retained; drafts and records of revisions, unless specifically mentioned later in this document, are not permanent, but can be retained until the version to which they contributed is replaced by a new version or edition (such as newsletters or scheduled reports). Keep in mind that newer versions of software do not always read older versions files. The safest way to electronically retain permanent records is to use a portable document format (PDF) program, such as Adobe Acrobat or PDF Writer. The most straight-forward way is to print the record. Following are some examples of permanent records, as designated by the State Archivist. Again, if the attachment is the record, then the e-mail can be deleted and the attachment handled as the record. If the e-mail is the actual record, then it should be retained. General documentation Correspondence or other writings having policy, administrative, legal, fiscal, historical, informational, or statistical value or potential public interest. Administrative Hearing Transcripts Agency Written Histories

Committee and Conference Files - Records created by a committee or conference which has been created by the General Assembly or Governor, including advisory committees relating to executive establishment, organization, membership, and policy. These files would include agenda, meeting minutes, final reports and related records documenting the accomplishments of official boards and committees. Executive Correspondence - Records not duplicated elsewhere that document how the department, division, or program office is organized and how it functions, its pattern of action, its policies, procedures and achievements. Organizational Files - Records detailing an organization, which could include organizational charts and reorganization studies; administrative maps that show regional boundaries and headquarters of decentralized agencies or that show the geographic extent or limits of an agency's programs and projects. This also includes final, published versions of general orders, directives, policies, and operations manuals. Litigation Case Files NOTE: The official or record copy is kept permanently only by the Attorney Generals Office. Agency records involved in pending claims or litigation must be kept until the claim or litigation is completely settled, and usually for an additional period of time. Performance Audit Reports - Reports written and prepared as a result of a performance audit on state agencies or programs, containing summary documentation on agency programs, operations and productivity. Proposed Legislation Records - Records created by governmental agencies for the purpose of proposing legislation. This includes correspondence, memoranda, research information on proposed legislation, fiscal notes, summaries, estimated cost reports, impact statements, and other information documenting the proposed legislation. Annual Budget Reports - Agency reports at the end of the fiscal year on the status of appropriation accounts and apportionment. Construction Project Case Files - Files documenting the construction of new buildings and the renovation of rented buildings for state use. Natural Disaster and Damage Survey of Public Buildings - Survey and analysis of damage done to public building during natural disasters. Real Property Acquisition and Sale Files - Title papers documenting the acquisition of real property by purchase, condemnation, donation, exchange, etc. Disaster Planning Files - Files used to prepare statewide plans for action to address an emergency, such as fire, flood, earthquake and other disasters. Standards of Conduct Files - Correspondence, memoranda, and other records relating to codes of ethics and standards of conduct. Press Releases - Prepared statements or announcements issued for distribution to the news media. The release may be a text document or a film, video, or sound recording. Public Relations Files - Speeches, addresses, comments/remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies. The format may be text (electronic or paper), video tape, film, or sound recording. Formal Attorney General Opinions issued at the departments or divisions request. Documentation of expert status Records that certify a staff member as an expert in a specialized area, such as polygraph administrator.

Law enforcement records Certain felony case records (particularly homicide), background investigation records (hired and not hired), weapons and firearm records. Positive employee drug test results and letters/correspondence to employees with positive drug test results.

Remember, the e-mail message itself may not be the actual record that must be retained permanently. Most often, it will be the file attachment(s). Once you have detached or saved the attachment(s), the e-mail message can be deleted. (This will be an important strategy in managing mail box size in the new MS Outlook environment.)

Chains of e-mails: Remember that many e-mails are a part of an e-mail chain. No matter the retention period for that type of record, only the final or last e-mail in the chain should be retained. Those that contributed to that final chain should be deleted. (This will be a great help in managing mail box size in the new MS Outlook environment.)

For e-mail messages that may fall into any of the above categories but for which you have questions about retention, please contact Jane Crisman, the departments archives liaison officer. Please contact her by e-mail. The Fresh Outlook team wants to keep track of the questions received so they could, potentially, be incorporated into a "Frequently Asked Questions" document and/or included in revised retention guidelines or policies.