Wrote about this the other day. I looked on the GRISD website and could not find the power point file that shows what the teachers and all staff were being told. I would point to that site rather than here if I saw it posted; but in lieu of that, here's the Powerpoint link. (I converted it to a web presentation file).

On p 11, it looks like the district is trying to shift responsibility(and more work) on teachers to figure out whether they should be deleting their emails or not, ie "the technology department is not responsible for deciding which records are retrained or deleted, only archived". Why is that? If, on the retention policy, emails are kept for x length of time and then uniformly deleted at that point in time, why, again is this a problem? Teachers probably delete some email right now anyway, like stuff involving going to lunch or other fluffy things, big deal. But they're being told now they *should* delete those emails? Why? What difference does that make unless this is is a concerted effort to get rid of any trace of correspondence without any backup retrievability.

From a technical perspective, since the email presumably exists on the server, rather than being downloaded to a hard drive, it's far more efficient for the IT technical person to write and run a program to do searches based on various criteria, than it is for not one, but multiple teachers to try to figure out if they are complying with the open records act.  And as far as the technology department deciding which records are retained or deleted, heck, that is determined by the records control schedule that each district not only has to make but has to be approved by the Texas Library and Archives Commission. That is, a schedule that lists each type of record and how long it must be retained before deletion already exists and has been signed off on by GRISD. That is the schedule the IT department has to follow-is GRISD now deciding to retain all records equally rather than, say, deleting some types after certain finite periods?