Email Retention Policy Overview

Email Retention PolicyPresentation HandoutsBefore you start, please print the available handouts on the Email Retention Policy page at:

https://www20.csueastbay.edu/its/service-desk/email/index.html

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Email Retention Overview

Welcome to the Email Retention Overview. This overview has been developed to help you prepare for the email retention policy that will take place on January 31, 2009.

From time to time, I will be referring to handouts that can be found on the Email Retention Policy webpage.

AgendaOverview of the Email Retention Policy

What This Means to You

Alternatives to Email Communication

Archiving Email in Outlook

Creating Personal Folders In Outlook for Transitory Email

Converting Email with Lasting Value to PDF

Schedule of Upcoming Overviews and Workshops

We are going to cover these points today.

We will briefly go over the Retention Policy and what it means to you.Review some alternate ways to communicate other than email. We will show you how to archive your mail and create Personal Folders in Outlook.Most importantly, we will show you how to convert email with lasting value into PDF3Email Retention PolicyPlease read the policy statement carefully:http://www.csueastbay.edu/its/infosec/docs/email-retention-policy.pdf

Email is like any other record and may be discoverable during litigation

The policy applies to all University email, not just email hosted on CSUEB servers

Email on campus servers will be automatically deleted after 120 days

The Email Retention Policy is quite extensive and can be read in full at the website below.

Email is a communication tool. As time has gone on, many of us have used this communication tool as means of storing records. Email is like any record and may be discoverable during litigation. Agencies can be held liable if they keep their email messages too long, if their email messages are not properly destroyed, or if they are destroyed too soon. Failure to follow legally prescribed retention requirements can cost the university significant amounts of money and resources.Storage space is costly and limited. Email retention will help the university to make sure were making appropriate use of the storage space we have for records with lasting value.

The policy applies to all University email, not just email hosted on our servers.Most important: Email on campus servers will be automatically deleted after 120 days starting on January 31st 2009. This is a rolling 120 days meaning that on January 31st email that is sitting on the server and is over 120 days old will be deleted. On February 1st, any email that is 120 days old will be deleted and so on. Every day, mail over 120 days old will be deleted.

4Email Retention PolicyEmail with Lasting Value

The determination of lasting value is determined by the unit responsible for those records typically the originator or custodian of the records.

Lasting value records should be retained outside of the email system in office/departmental files in a format that is readily accessible.

To comply with the policy, you must have an understanding of what Lasting Value and Transitory email is as it pertains to your job and department.

Any email that you deem has lasting value should be retained outside of the email system in a format that is readily accessible . Meaning, it should be saved in your My Documents folder and the accessible format the University has chosen is PDF.

5Email Retention PolicyTransitory Email

Emails with Transitory Value of longer than 120 days should be downloaded to local files and deleted when no longer needed

"Transitory" email in local archived or personal folders still needs to be managed in accordance with the policy

Local email cannot be backed up to campus servers

Most email records are created primarily for routine communication or information exchange and not for the purpose of creating a university record. These messages should be considered transitory messages that do not have lasting value and should be:

1. Read and promptly deleted; or

2. Emails with transitory value of longer than 120 days should be downloaded to local files like the Archive or Personal Folder and deleted when no longer needed.

Transitory Email in local or archived or personal folders still needs to be managed in accordance with the policy. Meaning, that even though you move email to an Archive or Personal Folder, once it s usefulness has ended, the email should be deleted.Local email cannot be backed up to campus servers. You cannot save your email in a message format into your My Documents because the My Documents folder is backed up to campus server. 6Email Retention PolicyWhat it means to You:

Understand what lasting value means as it pertains to your job and department

Effective January 31, 2009 all mail over 120 days will be deleted off the server

Deleted email is not recoverable

Save lasting value email that is on the server into more accessible formats

AutoArchive so that your email can be taken off the server before 120 days

Start changing how you use and retain email today

What this Policy means to you is that YOU must have an understanding of what lasting value means to your job and your department.You must prepare to move your lasting and transitory email that you dont want deleted off the server before January 31st 2009.There is no undo with the deleted email. Deleted email is just that: DeletedYou must know how to save email with lasting value into PDFIf you have not manually or automatically archived your email before set up Auto Archiving now so that your email can be off the server before it ages 120 days.Most important: YOU NEED TO CHANGE HOW YOU USE AND RETAIN EMAIL FROM THIS DAY FORWARD

7Email Retention PolicyUnsure what mail is stored on the server? All folders and subfolders in the Mailbox are stored on the server

Look at the mail on the server through Outlook Web Access

It is important to know what email sits on the server and is targeted to be deleted after 120 days. If you are unsure of what this email is, get into your Outlook Web Mail and any email you see there is subject to be deleted after they age 120 days. Any mail that is stored locally on your computer in Archived or Personal Folders will not be affected.8Email Retention PolicyAlternate Ways to Communicate

Use the phone for on-campus communication

Shared Drives

SharePoint http://sharepoint.csueastbay.edu/

SPARK -- Instant Messaging

Please have the handout Email Retention Best Practices in front of you.

In the handout, Email Retention Best Practices we have listed some alternate ways to communicate, store shared documents, and how you can reduce the number of email received.One of the first things we provide you with in the handout are some advanced telephone features such as sending a message directly into the voicemail box.

Often we use email to distribute documents to others. Most departments have Shared Drives or a SharePoint site where these can be held.SharePoint is especially useful in document collaboration. Also, these SharePoint documents can be accessed anytime on-line via the Web. This is a big advantage over using a shared drive where you have to be on campus or VPN from home to access to access the document.

If you want more information on your departments Shared Drive or SharePoint site, please enter a Service Desk ticket at: www.csueastbay.edu/servicedesk and well send someone out to consult with you. SPARK Instant messaging is an IM program that is supported by ITS.

9Email Retention PolicySPARK Instant Messenger

ITS supported

Chat room, broadcast IM, send files

Bring in contacts from MSN, AOL, Yahoo

Campus contact must have SPARK

Enter Service Desk ticket to have it installed

SPARK can cut down on the number of email exchanges because you can broadcast messages to your contacts and exchange files without the need of an email.

If you already use IM, you can bring in your contacts from MSN, AOL, and Yahoo into SPARK.

Since you can only add a user who has SPARK, it may be beneficial to have SPARK installed for your entire department. Enter a Service Desk ticket to have this done.

10Email Retention PolicyManage Your Incoming Email

Unsubscribe to e-mail mailing lists

Change How Meeting Responses are ProcessedAct on your email after you have read it: Delete, File, or Save

In this Best Practices handout we also go over some ways where you can cut down on the number of emails you receive.

Many of us get on mailing lists after an on-line purchase or signing up for a conference. At the end of the email you should find unsubscribe instructions.

In a separate handout, Change How Meeting Responses are Processed, you can find instructions on how empty replies to your meeting requests can automatically be tracked in your calendar and then put into your Deleted items. Here is an example, if I was to invite ten of you to a meeting using Outlook Calendar, I would receive 10 email responses. I can change how these responses are processed and have replies that are empty -simply Yes No or Tentative tracked in my calendar and then put into my Deleted Items. Only replies that have additional comments like Cant wait to see you! will be put into In Box.

Lastly, AGAIN, you need to start changing how you deal with your email on a daily basis. Delete it, File it, Save it.

Okay, we have gone through some Best Practices. What do you do now?11Email Retention PolicyNEXT STEPSLearn more about AutoArchive and Personal FoldersArchiving and Personal Folders Tutorial for Outlook 2003 http://office.microsoft.com/training/training.aspx?AssetID=RC010265551033

Archiving and Personal Folders Tutorial for Outlook 2007 http://office.microsoft.com/training/training.aspx?AssetID=RC102385891033

Configure your AutoArchive or move your mail to a Personal Folder

Start saving email and attachments with lasting value to your computer as a PDF

Any email that is put into the Archive or Personal folder are OFF the server and will not be deleted.

If you dont already have archiving or personal folders set up, you need learn more about these options now. We have links on the Email Retention web site where you can go through a tutorial on archiving and personal folders for Outlook 2003 or 2007. I encourage you to go through these tutorials if are unsure of how Archive and Personal folders work.

In a few minutes we will go over how you can save messages that have lasting value into a PDF.

But lets first look at AutoArchiving.

12Email Retention PolicySet Up AutoArchive

AutoArchive is turned on by defaultWould you like to AutoArchive your old items now?

AutoArchive Folder is created on your computer

The folder structure of the main Outlook feature areas such as the Calendar folder, Task Folder, and individual email folders are replicated in the Archive Folder

AutoArchive will process only when Outlook on your computer is running.

AutoArchiving can not be set up or process in Outlook Web Access

Set archiving parameters so that mail archives before it ages to 120 days.

You should have the handout Outlook AutoArchive in front of you.

AutoArchive is turned on by default which is why from time to time you may receive the message: Would you like to AutoArchive your old items now?

When AutoArchive is run, an AutoArchive Folder is created on your computer and the folder structure of the main Outlook feature areas such as the Calendar folder, Task Folder, and individual email folders are replicated in the Archive Folder. AutoArchive will process only when Outlook on your computer is running so if you dont get into Outlook and archiving is scheduled to run, it will run the next time you log in.AutoArchiving cannot be set up or run in Outlook Web Access. So if AutoArchive is scheduled to run and you access your mail via the web, AutoArchive will not run until you get into Outlook on your computer.

To ensure that your mail does not get deleted, you should set the archiving parameters so that mail archives before it ages to 120 days.

If you look at the handout we have suggested some parameters for you to use.

13Email Retention PolicySuggested AutoArchive Parameters

These settings will:AutoArchive every 7 days

Stop Do you want to archive now?

Archive items that are older than 84 days (12 weeks.)

This handout tells you exactly how to access and change your AutoArchive parameters.

These settings will:AutoArchive Outlook Folders (except Contacts) every 7 days

Stop the Do you want to archive now? messages

Archive items that are older than 84 days (12 weeks.)

You remember that with the policy, emails over 120 days are being deleted every day so if you want to run the AutoArhive every day, then you can do change the parameters to reflect this.

14Email Retention PolicyExcluding Calendar from AutoArchiveRight-click your Personal Calendar and click Properties on the shortcut menu.Click the AutoArchive tab and click Do not archive items in this folder.

As I said earlier, using the default settings of AutoArchive, the folder structure of the main Outlook feature areas including the Calendar folder are replicated in the Archive Folder. The Calendar items will not be deleted off the server, so if you want to be able to view your calendar going back over 84 days, you can exclude the Calendar from being archived. In the Outlook AutoArchive guide under the Customize Archive Setting for a Folder it provides instructions on how to exclude the Calendar.

Right click on your calendar in the left navigation pane and then go down to where it says Properties. In Properties, click on the AutoArchive tab and there, click on the radio button Do not Archive items in this folder.

There are additional instructions on this handout that tells you how you can increase or decrease the archiving frequency on a particular folder and also how to do an archive manually.

15Email Retention PolicyCreate Personal Folders

Like the Archive Folder, the Personal Folder is on your computer.But, you must move files manually.

You create the folder structure

You must remember to move the mail before it ages to 120 days

You should have the handout, Create A Personal Folder in front of you.

Like the Archive Folder, the Personal Folder is on your computer, not on the server, so any email in this folder will not be deleted.

The big difference between AutoArchive and Personal folders is that you must move the email into Personal Folders manually. You need to remember to move the mail before it ages to 120 days or it will be deleted.

We are not going through the steps of creating an Archive or Personal folder. As I stated earlier, you have these guides, there are tutorials on line and we have open workshops that can help you with this process.

The Archive and Personal Folders should be used for Transitory email and again, email kept in this two folders should be deleted once they lose their Transitory value. Any email that is deemed as having Lasting Value should be converted into PDF and saved to your My Documents folder which is then backed up to the server.

16Email Retention PolicySave Email and Attachments in an Accessible Format

To identify Lasting Value email Sort email by Attachment, Subject, or SenderAttachments can be saved in original format except if the attachment is a message

Print the individual email to the PDFCreator printerAttachments are not included in the PDF file

Using Outlook client 2007, you can select more than one email in the view pane and print them into one document

Using Outlook Web Access and Outlook 2003, you must open the email one by one and print

Please take out the handout called Saving Outlook Email.

The first step you should do is sort your email by Attachments and you can do this by clicking on the paperclip icon in the header column. Go through the attachments and unless the attachment is another email, you can save it in the format that it came in, Word, Excel, PDF. Note that sometimes the senders signature card comes in as an attachment.

You can then sort the email by the sender (your boss) or subject (like a project). Once you get them sorted, then you can save them to PDF. In Section B of the Guide there are some tips and links to help you conduct a search in your mailbox.

Using Outlook 2007, you can select more than one email in the window pane and convert it all into one file. However, in Outlook 2003 and Web mail, the email needs to be opened and converted individually.

17Email Retention PolicyUsing PDFCreator

Navigate to the Print window so you can select the printer.Select PDFCreator as the printer and click OK.

In the PDFCreator window rename your document and click SAVE.

Navigate to the location where you want the document saved.Click Save.

In December 2008, the software PDFCreator was pushed out to the campus computers. This allows you to convert the email into PDF.

PDFCreator is really a printer so you convert the file by printing it to the PDFCreator printer. You navigate to the Print Window then select the PDFCreator as your printer. If you do not find the PDFCreator printer, please enter a Service Desk ticket.

A window will appear where you can enter the title of the document, choose where you want the file saved and then click Save.

18Email Retention PolicyOutlook Web Access

All mail and subfolders that you see on the web are on the server and therefore subject to being deleted after 120 days

To get advanced sorting capabilities you must use Internet Explorer

You can not set up AutoArchive in Web Access

You can have an Outlook profile set up on a University computer and then set up AutoArchive or Personal Folders

You must save Outlook Web mail to PDF by first opening the email and then printing it to PDF Creator

If you need a copy of PDFCreator please enter a Service Desk Ticket.

Now lets look at Outlook Web Access. You should have the Saving Outlook Web Access Email handout in front of you.

As we said before, all of the mail you see here is on the server and may be deleted after 120 days.

To have advanced capabilities of Outlook Web Access so that you can sort your email, you must use Internet Explorer.

You cannot set up AutoArchive or create Personal Folders through Web Access. You need to have your profile set up on a campus computer.

You can save email into PDF using Web Mail by first opening the email and then printing it to PDFCreator. If you find that you dont PDFCreator on your computer, enter a Service Desk ticket.19Email Retention Policy

Link to the Email Retention Pagehttp://www20.csueastbay.edu/its/service-desk/email/index.html

Link to Training Resources for Outlook Email and Calendar guides www.csueastbay.edu/training

www.csueastbay.edu/servicedesk

This brings us to the end of our presentation so I want to remind you of where you can get information and guides.

By going to the campus home page and entering servicedesk it will bring you to the Service Desk home page. There on the right hand side you will find links to the Email Retention page and Training Resources.Email Retention Policy

On the Email Retention page you will find links to the policy, communication plan, and updated guides.Email Retention Policy

www.csueastbay.edu/training

www.csueastbay.edu/training

On the Training Resources page which you can get to easily by entering training after the campus home page address.

On the Training Resources page we have support information on many IT related programs such as Microsoft Office Word, Excel, and Outlook. Email Retention PolicyUpcoming Overviews and Workshops

https://warehouse2.csueastbay.edu/cmstraining

You can view upcoming Overviews and Workshops on our training page. This page is not accessible off campus but you can VPN onto campus and log in from there.Email Retention Policy

www.csueastbay.edu/servicedeskContact the Service Desk if you have questions.