Dept Email Organization Plans - Laserfiche WebLink

Home Browse Search

Assessor Email Organization Assessor staff will follow county policies and procedures related to records management. http://camas-net/features/records-management/default.aspx Emails will be stored in Outlook until they have met their records retention schedule, and deleted when no longer needed. Emails will be reviewed and disposed of at a minimum each January. Folder Structure Folders will be organized according to the CORE and County Assessor Records Retention Schedule categories. Record series folder names will contain category name and sub folders will contain the year received/sent,year of destruction and the DAN: [ 2017.DEST 2020 GS2010-001 REV 3 2018-DEST 2021 G52010-001 REV 3 Records may only be stored in folders that contain the retention value in the folder's name. Inbox The inbox will store unprocessed email only.After you take action on an email (reply,complete required action,or determine no action is needed),delete it if allowed,or move it to the appropriate folder. • Email received from county employees, o delete or o move it to a folder labeled as minimal retention value • Email received from non-employees: o If sent to another employee and copied to you ■ delete it,or ■ move it to a folder labeled as minimal retention o If sent to you, move it to a folder that contains the retention value in the folder's name Sent Items Email messages you send are primary records. For each email sent: • If it has a retention value, move it to a folder that contains the retention value in its name • If it has minimal retention value o delete or o move it to a folder labeled as minimal retention Your sent items folder should remain empty or only contain emails that have minimal retention and may be deleted at any time.You must either: