<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 14 (filtered medium)">
<!--[if !mso]><style>v\:* {behavior:url(#default#VML);}
o\:* {behavior:url(#default#VML);}
w\:* {behavior:url(#default#VML);}
.shape {behavior:url(#default#VML);}
</style><![endif]--><style><!--
/* Font Definitions */
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
@font-face
{font-family:Tahoma;
panose-1:2 11 6 4 3 5 4 4 2 4;}
@font-face
{font-family:"Century Gothic";
panose-1:2 11 5 2 2 2 2 2 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri","sans-serif";}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:blue;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:purple;
text-decoration:underline;}
p.MsoAcetate, li.MsoAcetate, div.MsoAcetate
{mso-style-priority:99;
mso-style-link:"Balloon Text Char";
margin:0in;
margin-bottom:.0001pt;
font-size:8.0pt;
font-family:"Tahoma","sans-serif";}
span.BalloonTextChar
{mso-style-name:"Balloon Text Char";
mso-style-priority:99;
mso-style-link:"Balloon Text";
font-family:"Tahoma","sans-serif";}
span.EmailStyle19
{mso-style-type:personal;
font-family:"Calibri","sans-serif";
color:windowtext;}
span.EmailStyle20
{mso-style-type:personal-reply;
font-family:"Calibri","sans-serif";
color:#1F497D;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1029" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="blue" vlink="purple">
<div class="WordSection1">
<p class="MsoNormal"><span style="color:#1F497D">Hi Liz, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Email retention has been a popular topic in records management for local governments in Ohio. Ideally, emails should not be thought of as a records series (a set a documents) because email is a delivery method
for sending information. The content of emails are commonly correspondence and the other types of documents you place in them as attachments. Some institutions still place email as a records series in their retention schedules because the public has the
perception that email is a type of record.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Since the content of emails can vary widely, you can set either a retention period based on how long the email will be retained in your system and state that emails of long-term value will be printed out and
retained or you can guide the person reviewing your retention schedule to “refer to correspondence” and follow that retention period since the majority of emails are correspondence. In my past position as a county records manager, I had the emails treated
like correspondence on our retention schedule until our IT department created an email vault. When that happened we retained the emails for 18 months and encouraged county departments to print off select emails that they believed they would be needed beyond
that period of time.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Ultimately, your legal counsel should be consulted in regards to your decision because if a snafu ever comes up regarding emails they will who supports you.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I hope this helps!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">~Katy<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62"><img width="120" height="126" id="Picture_x0020_11" src="cid:image007.jpg@01D09976.731C75A0" alt="cid:image001.jpg@01CE35C3.A699DF80"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62">Katy Klettlinger<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62">Library Consultant<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62">274 E. 1<sup>st</sup> Avenue<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62">Columbus, OH 43201<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62">Tel: 614-995-0033<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62">Fax: 614-466-3584<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="http://library.ohio.gov/"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif"">library.ohio.gov</span></a></span><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><a href="http://www.facebook.com/people/StateLibraryof-Ohio/100000063363765" target="_blank"><b><i><span style="font-size:13.5pt;font-family:"Times New Roman","serif";text-decoration:none"><img border="0" width="32" height="32" id="_x0000_i1028" src="cid:image008.png@01D09976.731C75A0" alt="Description: Facebook logo - links to the State LIbrary of Ohio's facebook page"></span></i></b></a><b><i><span style="font-size:13.5pt;font-family:"Times New Roman","serif";color:#1F497D">
</span></i></b><a href="http://twitter.com/statelibohio" target="_blank"><b><i><span style="font-size:13.5pt;font-family:"Times New Roman","serif";text-decoration:none"><img border="0" width="32" height="32" id="Picture_x0020_4" src="cid:image009.png@01D09976.731C75A0" alt="Description: Twitter logo - links to the State Library of Ohio's Twitter page"></span></i></b></a><b><i><span style="font-size:13.5pt;font-family:"Times New Roman","serif";color:#1F497D"> </span></i></b><a href="http://library.ohio.gov/blog/" target="_blank"><b><i><span style="font-size:13.5pt;font-family:"Times New Roman","serif";text-decoration:none"><img border="0" width="31" height="31" id="Picture_x0020_2" src="cid:image010.jpg@01D09976.731C75A0" alt="Description: Blog logo - Links to the State Library of Ohio's blog"></span></i></b></a><b><i><span style="font-size:13.5pt;font-family:"Times New Roman","serif";color:#1F497D"> </span></i></b><b><span style="font-size:13.5pt;font-family:"Times New Roman","serif";color:#1F497D"> </span></b><a href="http://pinterest.com/stlibohio/"><b><span style="font-size:13.5pt;font-family:"Times New Roman","serif";color:#1F497D;text-decoration:none"><img border="0" width="31" height="31" id="Picture_x0020_1" src="cid:image011.png@01D09976.731C75A0" alt="cid:image005.png@01CE35C3.A699DF80"></span></b></a><b><span style="font-size:13.5pt;font-family:"Times New Roman","serif";color:#1F497D"><br>
</span></b><span style="color:#1F497D"><a href="http://library.ohio.gov/state-librarian/share-your-story"><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif"">Share Your Story</span></a></span><span style="font-size:9.0pt;font-family:"Century Gothic","sans-serif";color:#002E62">
by telling us how a <br>
State Library service or resource helped <br>
you or your library.</span><span style="color:#1F497D"><o:p></o:p></span></p>
</div>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif"">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif""> Liz Fultz [mailto:LFultz@wcpl.lib.oh.us]
<br>
<b>Sent:</b> Thursday, May 28, 2015 2:29 PM<br>
<b>To:</b> oplinlist@lists.oplin.org<br>
<b>Subject:</b> [OPLINLIST] email retention policy<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">For those that have a records retention policy, how long do you say you will keep email? The Ohio Historical Society doesn’t have a recommendation specifically for everyday email.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thanks in advance!<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Liz Fultz<o:p></o:p></p>
<p class="MsoNormal">Centerville Library Manager<o:p></o:p></p>
<p class="MsoNormal">111 W. Spring Valley Rd.<o:p></o:p></p>
<p class="MsoNormal">Centerville, OH 45458<o:p></o:p></p>
<p class="MsoNormal">937.610.4480<o:p></o:p></p>
<p class="MsoNormal"><!--[if gte vml 1]><v:shapetype id="_x0000_t75" coordsize="21600,21600" o:spt="75" o:preferrelative="t" path="m@4@5l@4@11@9@11@9@5xe" filled="f" stroked="f">
<v:stroke joinstyle="miter" />
<v:formulas>
<v:f eqn="if lineDrawn pixelLineWidth 0" />
<v:f eqn="sum @0 1 0" />
<v:f eqn="sum 0 0 @1" />
<v:f eqn="prod @2 1 2" />
<v:f eqn="prod @3 21600 pixelWidth" />
<v:f eqn="prod @3 21600 pixelHeight" />
<v:f eqn="sum @0 0 1" />
<v:f eqn="prod @6 1 2" />
<v:f eqn="prod @7 21600 pixelWidth" />
<v:f eqn="sum @8 21600 0" />
<v:f eqn="prod @7 21600 pixelHeight" />
<v:f eqn="sum @10 21600 0" />
</v:formulas>
<v:path o:extrusionok="f" gradientshapeok="t" o:connecttype="rect" />
<o:lock v:ext="edit" aspectratio="t" />
</v:shapetype><v:shape id="_x0000_s1026" type="#_x0000_t75" href="http://www.facebook.com/pages/Centerville-OH/Washington-Centerville-Public-Library/59572487505" style='position:absolute;margin-left:73.5pt;margin-top:6pt;width:69.75pt;height:20.25pt;z-index:251659264;visibility:visible;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:9pt;mso-wrap-distance-top:0;mso-wrap-distance-right:9pt;mso-wrap-distance-bottom:0;mso-position-horizontal:absolute;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:text;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page' o:button="t">
<v:imagedata src="cid:image012.emz@01D09976.731C75A0" o:title="" />
</v:shape><![endif]--><![if !vml]><span style="mso-ignore:vglayout;position:absolute;z-index:251659264;margin-left:125px;margin-top:267px;width:116px;height:34px"><a href="http://www.facebook.com/pages/Centerville-OH/Washington-Centerville-Public-Library/59572487505"><img border="0" width="116" height="34" src="cid:image001.png@01D09977.35A247D0" v:shapes="_x0000_s1026"></a></span><![endif]><!--[if gte vml 1]><v:shape id="_x0000_s1027" type="#_x0000_t75" href="http://twitter.com/washcentlibrary" style='position:absolute;margin-left:151.5pt;margin-top:6pt;width:56.25pt;height:20.25pt;z-index:251660288;visibility:visible;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:9pt;mso-wrap-distance-top:0;mso-wrap-distance-right:9pt;mso-wrap-distance-bottom:0;mso-position-horizontal:absolute;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:text;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page' o:button="t">
<v:imagedata src="cid:image014.emz@01D09976.731C75A0" o:title="" />
</v:shape><![endif]--><![if !vml]><span style="mso-ignore:vglayout;position:absolute;z-index:251660288;margin-left:254px;margin-top:267px;width:94px;height:34px"><a href="http://twitter.com/washcentlibrary"><img border="0" width="94" height="34" src="cid:image002.png@01D09977.35A247D0" v:shapes="_x0000_s1027"></a></span><![endif]><!--[if gte vml 1]><v:shape id="_x0000_s1028" type="#_x0000_t75" href="http://www.wclibrary.info/" style='position:absolute;margin-left:219.75pt;margin-top:6pt;width:102.75pt;height:20.25pt;z-index:251661312;visibility:visible;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:9pt;mso-wrap-distance-top:0;mso-wrap-distance-right:9pt;mso-wrap-distance-bottom:0;mso-position-horizontal:absolute;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:text;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page' o:button="t">
<v:imagedata src="cid:image016.emz@01D09976.731C75A0" o:title="" />
</v:shape><![endif]--><![if !vml]><span style="mso-ignore:vglayout;position:absolute;z-index:251661312;margin-left:368px;margin-top:267px;width:171px;height:34px"><a href="http://www.wclibrary.info/"><img border="0" width="171" height="34" src="cid:image003.png@01D09977.35A247D0" v:shapes="_x0000_s1028"></a></span><![endif]> <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
</body>
</html>