Multiple Choice
Identify the
letter of the choice that best completes the statement or answers the question.
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1.
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When can I delete e-mail messages? a. | Immediately
| c. | It depends on
the retention period associated with the record | b. | When I no longer
need them to do my job | | | | |
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2.
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Your agency policy is to print and file each e-mail message that
must be retained for administrative purposes. The e-mail message is then deleted from the e-mail
system. The message text, or body, must be printed out. To provide context for the message and make
it legally admissible evidence, certain information must also be included in the printout. This
information is called:
a. | content | c. | preservation | b. | metadata (data
that describes data) | | | | |
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Yes/No
Indicate whether or not you agree with the sentence
or statement.
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3.
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Can messages in an e-mail system be relevant to city/county/special district
business?
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4.
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A
public employee receives and sends e-mail messages on a variety of topics to recipients both inside
and outside the organization. Is it acceptable to treat all e-mail messages in his inbox as one
record series, and to manage and retain it as a group for a uniform length of time?
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5.
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A
business document is e-mailed as an attachment. A paper copy of the same document is also filed in an
office file cabinet. Are the e-mail and attachment subject to the same records retention schedule as
the paper records?
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Case
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6.
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A
business owner, John Davis, e-mails the city requesting a business license. The city responds that
license applications are not yet accepted by e-mail and must be submitted in person at City Hall. One
year later, when Mr. Davis is charged with operating without a business license. He files suit
against the city, alleging that his attempts to obtain a business license were ignored. How do
you go about defending against the lawsuit? How would your office locate records that would
disprove the allegations?
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