1. PA Office of Administration Records Program E-mail Management Basic Presented by: Audrey-Ellen Gaines Office of Enterprise Records Management

2. Why is E-mail Management Important? The content of an e-mail may be a record. E-mail that is considered to be a record is presumed to be public under Right-To-Know Law (RTKL) E-mail management is required according to records management policy Mailbox has limited space

3. Is this E-mail a Record? Record:Record: “Information, regardless of physical form or characteristics, that documents a transaction or activity of an agency and that is created, received or retained pursuant to law or in connection with a transaction, business or activity of the agency. The term includes a document, paper, letter, map, book, tape, photograph, film or sound recording, information stored or maintained electronically and a data-processed or image- processed document.”

4. Is this record a public record? It is a public record, unless it is:  exempt under Section 708 of the RTKL (about 30 exemptions)  exempt from being disclosed under any other Federal or State law or regulation or judicial order or decree; or  It is protected by a privilege (attorney-work product doctrine, attorney-client privilege, speech and debate privilege or any other privilege recognized by a court interpreting the laws of the Commonwealth) E-mail is a format NOT a record type, so if the e-mail is a record based on content …

5. E-mail Management Policy (MD210.5) E-mail Management  Inbox: 3-months or less. Only Transitory messages with a retention value of three months or less may be maintained in the in-box. Once an e-mail is open and acted upon, should be managed like all other records.  File: 3-months to 10 years according to appropriate records retention and disposition schedule*  Print: 10 years or longer and/or permanent Note: *You may use personal folders (.pst) for e-mail management at this time, but in the future this medium will be phased out because policy will be amended concerning the use of.pst

6. Who Can Help Me? Agency Open Records Officer/Acting OA Records Coordinator  Audrey-Ellen Gaines ~Alternative POC – Felisia Elliott Deputy Open Records Officer/OA Records Coordinator  Glenda Pfuhl Open Records Coordinator  Felisia Elliott OA RTKL legal Team  Frank Fisher, Nora Doyle, Sonja Zucker, and Crystal Fox ~Alternative POC – Sandra Stoy OA Records Legal Liaison  Sonja Zucker OAS – Contracts  Kelly Hubler Directives Management Inquires  Felisia Elliott Agency RTKL/Records Liaisons  Michael Miller (ERM): OA Executive Office Records Liaison  Felisia Elliott: ERM Records Liaison PA Office of Administration’s RTKL/Records Management Team