Email Retention Overview. Agenda Overview of the Email Retention Policy What This Means to You Alternatives to Email Communication Archiving Email in

Email Retention Overview

Agenda

• Overview 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

Email Retention Policy

Please 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


Email 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.


Transitory 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


What 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


Unsure 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


Alternate Ways to Communicate

• Use the phone for on-campus communication

• Shared Drives

• SharePoint http://sharepoint.csueastbay.edu/

• SPARK -- Instant Messaging


SPARK 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


Manage Your Incoming Email

• Unsubscribe to e-mail mailing lists

• Change How Meeting Responses are Processed

• Act on your email after you have read it: Delete, File, or Save


NEXT STEPS• Learn more about AutoArchive and Personal Folders

Archiving 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


Set Up AutoArchive

• AutoArchive is turned on by default“Would 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.


What Is Archived and WhenItem type Archive Date Deleted?

E-mail message The sent or received date, whichever is later; or the last modification date and time. Yes

Flagged Email Although flagged emails are appear in the “Tasks” and “To Do” panes, they are still considered email and will be deleted after they reach 120 days. AutoArchiving may not archive the flagged email until the flag is removed to indicate that the “To Do” is completed, but flagged email will be deleted after 120 days. You can convert flagged emails to Tasks by dragging them into the Task Folder and converting it into a task.

Yes

Tasks The completion date or the last modification date and time. Tasks that are not marked complete are not AutoArchived. Tasks assigned to others are archived only if they are marked complete.

No

Calendar The appointment date or the last modification date and time, whichever is later. No

Note The last modification date and time. No

Journal entry The date the journal entry was created or the last modification date and time. No

Contacts Not archived. No


Suggested AutoArchive ParametersThese settings will:

AutoArchive every 7 days

Stop “Would you like to archive now?”

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


Excluding Calendar from AutoArchive• Right-click your Personal Calendar and click Properties on the shortcut menu.

• Click the AutoArchive tab and click “Do not archive items in this folder.”


Create 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


Save Email and Attachments in an Accessible Format

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

• Print the individual email to the “PDFCreator” printer–Attachments 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


Using 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.


Outlook 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.


• 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

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

http://www.csueastbay.edu/training




www.csueastbay.edu/training

www.csueastbay.edu/training




Upcoming Overviews and Workshops

https://warehouse2.csueastbay.edu/cmstraining

https://warehouse2.csueastbay.edu/cmstraining


www.csueastbay.edu/servicedesk

Contact the Service Desk if you have questions.

Documents

Email Retention Overview. Agenda Overview of the Email Retention Policy What This Means to You Alternatives to Email Communication Archiving Email in