How to manage e-mail to comply with Management Directive 210.13 - Retention and Disposition of Records Created on Electronic Mail (E-mail) Systems.
* What is E-mail? It may be a record
* How long to retain e-mail messages
* Options for storing e-mail messages and their associated attachments
* E-mail risk and liability
* Relevant directives, technology bulletins, record keeping requirements, and technical issues
Target Audience:
Upper Management, Supervisors, Legal Counsel, Administrative Assistants, Policy Setters, Training and Records Coordinators, and anyone who is a decision maker and / or a creator of Commonwealth records.
Course Objectives:
To educate Commonwealth employees on policy with respect to the creation, use, maintenance, retention, and disposition of records created on electronic mail (E-mail) systems.
To provide guidance for the efficient administration, management, and preservation of E-mail in accordance with Commonwealth records retention and disposition policies and to ensure that electronic information systems support the legal requirements for record keeping in Pennsylvania while not imposing additional financial burdens on agencies.
To provide guidelines for the management of e-mail records, including distinguishing records from non-records and determining the various categories of e-mail records, in order to properly retain or dispose of e-mail messages and their associated attachments.
To guide agencies in the development of methods to identify and safeguard electronic mail to meet accepted standards for a variety of requirements, including the need to be legally acceptable and auditable.
If possible, prior to attending this presentation, please read Management Directive 210.13 Amended Nov. 29, 2004, Retention and Disposition of Records Created on Electronic Mail (E-mail) Systems <http://www.oa.state.pa.us/oac/cwp/view.asp?A=12&Q=120207>
Presenter
Linda Avetta
Bureau of Archives & History
Commonwealth of PA - PHMC
Linda is an Information Technologist who has worked with systems analysis, project management, and records management for over 20 years (13 yrs. with State Govt.). In 1998 she was selected by the then Lt. Governor Mark Schweiker to serve as a member of the Electronic Document Management Center for Technology Excellence where she served until 2000 and has been involved in Commonwealth enterprise-wide electronic records management and electronic document management initiatives ever since.
Linda's public service career began with Lancaster County Government in computer systems. She then worked with the Pennsylvania Department of Public Welfare in a consulting capacity for several years before becoming a State employee. After joining the State, Linda worked for the Dept of Military Affairs as a systems analyst and for the Public School Employee's Retirement System as a Imaging Managememt Administrator where she received two awards. Linda transferred to the State Archives in 1999 to assist the Archives and Records Management programs to adapt to information technology and the State's commitment to conduct business electronically. In addition to serving as project manager and systems administrator for the Enterprise-wide Records Management System, she assists in the creation of policy and procedure (such as MD 210.13; regarding e-mail management) and is the liaison with the Governor's Office of Administration / Office for Information Technology on e-records management and e-archives issues.
A member of both AIIM (Association for Information and Image Management) and ARMA (Association of Information Management Professionals), Linda is also named in the 1999 Edition of the International Who's Who of Information Technology, and the 2005-2006 edition of the Empire Who's Who Registry of Executives and Professionals.
