Chapter 2: Writing a Policy

Oregon State Archives
Records Management Training

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Chapter 2: Writing a Policy

True/False Indicate whether the sentence or statement is true or false.
	1.	Public employees do not need to follow the General Records Retention Schedules when it comes to their e-mail messages.
	2.	All e-mail messages are covered under the State of Oregon Records Retention Schedule.
	3.	The most inexpensive way to store e-mail is on my computer.
	4.	My personal PDA, which includes my work calendar, is not subject to discovery.
	5.	Every e-mail message that I receive should be opened and read.
	6.	E-mail is not considered a record since it is intangible.
Case
	7.	Josey Bag O'Donuts, a partner in a consulting firm, has contracted with a large city to evaluate its e-mail use and retention policy. The City Manager has told Josey that there are numerous e-mail use and retention policy statements originating at all levels, from department heads, division managers and even the city council. Procedures for implementation do not accompany the policies. Josey has also contacted a number of individuals within the city to determine the type of e-mail use, access, and retention procedures currently in place. The conclusion is that there are no consistent, established policies or procedures for the use, access or retention of e-mail within the city. What steps should Josey take to assess the problem and improve the city's e-mail use and retention policy? Is the city exposed to litigation by not having a written e-mail policy in place? Explain.