Re: Sunshine Law Email Retention

["Berman, Mark" <mberman () SIENA EDU>]

Josh,

Up until last year I worked in the Massachusetts State University System (the smallest campus). The state provided very 
detailed retention policies about how long things needed to be kept. From not at all for messages about things like "do 
you want to get some coffee?" to "retain forever" for communications to or from senior executives. At our campus this 
resulted in user education and making each person responsible for retention of their own communications (not the best 
solution from my perspective, and I was working on changing that). Other campuses did things like automated system that 
would retain copies of nearly all email for up to ten years with senior executive email being shunted into really long 
term storage. I would say check with your state's central IT organization and see what they are doing.

 - Mark
--
Mark Berman, Chief Information Officer
Siena College
515 Loudon Road
Loudonville, NY  12211
(518)786-5000,  Fax: (518)783-2590
Siena College is a learning community advancing the ideals of a liberal arts education, rooted in its identity as a 
Franciscan and Catholic institution.

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From: "Campbell, Josh" <jcampbell () FGCU EDU<mailto:jcampbell () FGCU EDU>>
Date: Wednesday, July 25, 2012 5:04 PM
Subject: Sunshine Law Email Retention

Hello List,

While not specifically security related, I was hoping for some good feedback since this is one of the more active 
educause lists. I will also post to policy-discussion.

I am wondering how schools in states that have open government laws (aka "Sunshine Law") handle email retention.  Any 
feedback on products/solutions used to help (journaling or archiving) or examples of policies and procedures would be 
greatly appreciated.  I am particularly interested if any of my peers in Florida could share some insight.

Thanks, have a great day everyone.

--
Josh Campbell
Systems Administrator
Business Technology Services
Florida Gulf Coast University
Griffin Hall 129
239-590-1235

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