As readers know, I have been astonished at the GRISD (Glen Rose ISD) procedure (not policy, has not been approved by the school board) of admonishing teachers to delete their emails, as well as telling them that they are the ones now responsible for fulfilling open/public records requests. The latter part appears to be capriciously done, will address that on a post later. I was wondering what other school districts around here do and sent out some requests. I've gotten back a few, will post these and the others when they arrive.
First, Cleburne. (Courtesy Cheri McCullough )
Do you have a written policy for open records request re: emails?
Answer: No, it is being studied now.
- What is your approved records retention schedule as approved by the Texas Library and Archives commission? (Would like a copy)
Answer: We will provide a copy as listed in our online policy system.
- What software do you use to archive emails on the server and what is the retention schedule?
Answer: We use the built-in archive feature for Groupwise. We are beginning implementation of this now. We are looking into creating a separate archive system using a built-in feature of our email spam filter/content filter system called Lightspeed. It is capable of having a 1, separate archive all district email, regardless of which emails staff delete inside of our Groupwise email system.
- What percentage of emails are archived and how often?
Answer: 100% of emails left in the Groupwise system by the user will be archived. It happens every time the user opens the Groupwise software. We will be keeping the minimum required by law, and as outlined by the Texas Library and Archives commission. We do not however keep all emails in the archive. Users can delete any email. Email is sent to archive as soon as the age of the email hits the criteria, or whenever the user manually archives it.
- Do you retain all folders in someone’s email, i.e. Inbox, Sent Items, Trash?
Answer: Yes, we don’t manage which folders get archived. So any/all email that reaches the age threshold gets archived.
- What percentage of disk storage space does this represent from your entire pool?
Answer: Unknown. An estimate would be 20% or less.
