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Electronic Mail Policies and Management
See also links to guidance on Electronic Records
Email Management, Retention, and Usage Policies in the 50 United States
The RLG DigiNews article: You've Got Mail—Now What? Regulatory and Policy Dilemmas in Email Management
Part II. US State Environment. Author: Richard Entlich - Cornell University (rge1@cornell.edu)
RLG DigiNews Volume 10, Number 3, June 15, 2006
http://worldcat.org/arcviewer/1/OCC/2007/08/08/0000070511/viewer/file3021.pdf
- Guidelines for Managing E-Mail
http://www.archives.state.al.us/ol_pubs/E-mail01.html- Government Records News. Vol. 1 No.3
Developing E-Mail Policy for Government Agencies
http://www.asc.edu/archives/ol_pubs/govrec13.html
- Email: FAQs and Rules
http://www.archives.state.ak.us/pdfs/records_management/email.pdf- Email audit (PDF)
http://www.archives.state.ak.us/pdfs/records_management/erecords_audit_form.pdf
- Guidelines for Managing Public Records Sent and Received Via Electronic Mail
http://www.lib.az.us/records/Standards_and_Guidelines.cfm?
/GuidanceAndRelatedResources/GuidelinesForManagingPublicRecords
SentAndReceivedViaElectronicMail.cfm- Managing Electronic Mail
http://www.lib.az.us/records/GuidanceAndRelatedResources/email_management.pdf
- Electronic Records Management Handbook: Electronic Mail
http://www.documents.dgs.ca.gov/osp/recs/erm-s4.pdf
- Electronic Messaging Guidelines
http://www.colorado.gov/dpa/doit/archives/rm/rmman/appndx-c.htm
- Electronic and Voice Mail: A Management and Retention Guide
for State and Municipal Government Agencies
http://www.cslib.org/publicrecords/GL2009-2Email.pdf
- Electronic Mail Policy Statement and Guidelines
http://archives.delaware.gov/govsvcs/pdfs/Records%20Policies/Electronic%20Mail.pdf
- Electronic Records and Records Management Practices,
Section IV, E-Mail as a Public Record
http://dlis.dos.state.fl.us/barm/handbooks/electronic.pdf
- Electronic Records Management: Checklist of Requirements
http://www.sos.state.ga.us/archives/pdf/records_and_information_management_services/rims7.pdf- Archives Advice No. 1: Practical Suggestions for Keeping Email
http://www.sos.state.ga.us/archives/pdf/records_and_information_management_services/ArchivesAdvice1.pdf- Other publications
http://www.sos.ga.gov/archives/who_are_we/rims/publications/default.htm
- E-mail Retention: Frequently Asked Questions
http://www.idahohistory.net/email.pdf- "How to Manage Your E-mail"
PowerPoint; PDF
- E-mail Policy Development and Retention Guidelines
http://www.in.gov/icpr/about/policyemailandguidelines.pdf
- Managing Electronic Mail
http://www.kshs.org/government/records/electronic/email_guidelines_final.pdf
- Understanding Records Management: E-Mail Records
http://www.kdla.ky.gov/recmanagement/tutorial/email.htm- Guidelines for Managing E-Mail in Kentucky Government
http://www.kdla.ky.gov/recmanagement/EmailGuidelines.pdf- Enterprise Architecture Standard 4060, “Recordkeeping – Electronic Mail"
provides the technical context for management of e-mail as part of the Enterprise Architecture Standards.
http://gotsource.ky.gov/docushare/dsweb/Get/Document-301107/- Internet and Electronic Mail Acceptable Use Policy (CIO-060)
http://www.gotsource.net/dscgi/ds.py/Get/File-5282/CIO_email_internet_policy_82502.doc
- Louisiana State Archives Policy, Electronic Mail (E-mail) Retention
http://www.sos.louisiana.gov/Portals/0/archives/pdf/la_archives_e-mail_policy.pdf
- E-mail and Voice Mail Retention Guide
http://www.maine.gov/sos/arc/forms/Email%20retention%20guidelines%202008.doc
- Email retention guidance and policies
http://www.msa.md.gov/msa/intromsa/html/record_mgmt/email_policy.html
- Electronic Mail: Information and requirements for the management and disposition of electronic mail sent and received by public officials
http://www.sec.state.ma.us/arc/arcrmu/rmubul/bul199.htm
- Electronic Mail Retention Guidelines
http://www.michigan.gov/documents/E-Mail_Retention_Guidelines_126565_7.pdf- Frequently Asked Questions About E-mail Retention
http://www.michigan.gov/documents/hal_mhc_rms_email_faq_161101_7.pdf
- E-mail management
http://www.mnhs.org/preserve/records/electronicrecords/eremail.html
- Frequently asked questions about e-mail
http://www.mdah.state.ms.us/arlib/sgrapfaq.html#email
- E-Mail Guidelines
http://www.sos.mo.gov/records/recmgmt/E-MailGuidelines.pdf
- A management guide for the retention of e-mail records for Montana government agencies
http://sos.mt.gov/Records/forms/MT_Email_Guidelines_06.pdf
- Secretary of State, records Management Division home page
http://www.sos.ne.gov/staticrecordsmgmt.htm
- Policy on Defining Information Transmitted via E-mail as a Public Record
http://nsla.nevadaculture.org/dmdocuments/e-mailpolicyiidraft.pdf
- Managing Electronic Mail: Guidelines & Best Practices
http://www.state.nj.us/state/darm/links/electronic.html
- Managing E-Mail Effectively (Technical Information Series #62)
http://www.archives.nysed.gov/a/records/mr_pub62.shtml- Services for Managing Records Communicated via Electronic Mail (E-mail)
http://www.archives.nysed.gov/a/records/mr_erecords_email.shtml
- E-mail Guidelines
http://www.records.ncdcr.gov/erecords/default.htm#email
- E-mail as a Public Record in North Carolina: Guidelines for its Retention and Disposition (pdf)
http://www.records.ncdcr.gov/erecords/Email_8_02.pdf- E-mail User Guidelines Checklist (pdf)
http://www.records.ncdcr.gov/erecords/Emailchecklist.pdf
- Managing Your Inbox: Email as a Public Record (online tutorial)
http://www.records.ncdcr.gov/tutorial_email_20090910/index.html
- Managing Electronic Mail: Guidelines for State of Ohio Executive Agencies
http://www.ohiohistory.org/ohiojunction/erc/email/emailguidelines.html
- Managing Electronic Mail: Guidelines for State of Ohio Local Governments
http://www.ohiohistory.org/resource/lgr/LGRemail.html- Sample Email Policies for Local Governments
http://www.ohiohistory.org/resource/lgr/erpublications.html
- Secretary of State Email Retention and Disposition Policy
http://arcweb.sos.state.or.us/recmgmt/E-mailpolicy.html- State agency e-mail guidelines
http://arcweb.sos.state.or.us/recmgmt/train/erm/email/stateemail.pdf- Local government records e-mail policy manual
http://arcweb.sos.state.or.us/recmgmt/train/erm/email/emailman806.pdf- "What’s in YOUR Inbox?" training videos (available for viewing online)
http://arcweb.sos.state.or.us/recmgmt/train/index.html
- Policy and Guidelines for the Management of Electronic Records Including Electronic Mail (E-mail) Systems
http://www.portal.state.pa.us/portal/server.pt/gateway/PTARGS_0_2_40145_4667_464758_43/http%3B/pubcontent.state.pa.us/
publishedcontent/publish/cop_environment/phmc/communities/extranet/archivalprograms/countygovernmentucontent/electronic.pdf
- E-mail Management (downloadable PDF)
http://arm.scdah.sc.gov/NR/rdonlyres/1897C686-501E-4A35-A5E3-B64CD77BB264/0/ermEMM.pdf
- Email Policy Model for State Agencies
http://www.tsl.state.tx.us/slrm/recordspubs/email.pdf
- Electronic Messages Best Practice. Issued by the Vermont Department of Information and Innovation and the Vermont State Archives and Records Administration in 2009.
http://vermont-archives.org/records/standards/pdf/ElectronicMessagesBestPractice_Eff.20090401.pdf- State Policy on Electronic Communications and the Internet. Issued by the Department of Human Resources and approved by the Secretary of Administration in 2007.
http://www.vermontpersonnel.org/employee/policy.php?id=pm117.htm
- Electronic Mail (E-mail) Retention Guidelines and Requirements
http://www.lva.virginia.gov/agencies/records/electronic/email-management-guidelines.pdf
- County Records Manual: Electronic Mail (e-mail)
http://www.wvculture.org/history/rmpb/crmmanual11.html#email
- E-mail / Electronic Records Guidelines
http://www.uwstout.edu/lib/arc/guidelines.html
- Executive Branch Electronic Mail Policy
http://wyoming.gov/governor/press_releases/execorder/1999/pre1999-4.html