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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 relention i-s.H~a-I+el:~*",*,hli c record reluntion bas~A.f.:-9H IEOs are <br />t'e5fl9fl5i.&HHe~g their dO e l:Ht\ettl:-ltlaAtlb~l polioies af~d tel1ewing (he d OG ument <br />relenti o li SG h e.alll~he Sacret-&l:y-ef-Sta£e. or se lling4fleir cuslOIl'l refeH.l.if)l~ sc hedl'lle-: <br />Do not delete email from Out! k unlil [h~ ernail ha. pas:ed it re~enti n requirement (. e the <br />W A State Archives Local Government Record Retention Schedule). then delete it. <br />Email i. n publi c record. <br />Public record s mu L be kept in their origina l fo rm al unlillhe , nl.ion <br />req uir eme l1 t You may not print and delete emaiI in lieu of retaining dlC djgjt.~1 ernail. <br />Reco rd management (the , lorin!! an.d dlspo ition of public record) is the responsibility f each <br />cmpleyec. iHe-s pollsibl e only foJ' mainla ining the tern s that store records.