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MEMO  <br />To:  Board of County Commissioners  <br />From:  Jim Goeben, IT Director  <br />Date:  January 3, 2017  <br />Subject:  Recommended changes to Technology Policy 8 – Email  <br />IT recommends a modification of Technology Policy 8 – Email to reinforce email records management  <br />requirements. The IT Committee approved these changes on 12/13/2016 and recommends the board  <br />adopt the changes.  <br />Below are the recommended changes.  <br />8.4.2 Retention <br />Email retention is, like all other public record retention, based on content. DH/EOs are <br />responsible for setting their document management policies and following the document <br />retention schedule of the Secretary of State or setting their custom retention schedule. <br />Do not delete email from Outlook until the email has passed its retention requirement (see the <br />WA State Archives Local Government Records Retention Schedule), then delete it. <br />Email is a public record. <br />Public records must be kept in their original format until they have passed their retention <br />requirement. You may not print and delete email in lieu of retaining the digital email. <br />Records management (the storing and disposition of public records) is the responsibility of each <br />employee. IT is responsible only for maintaining the systems that store records. <br />