Agency Schedule Detail

Authorization Number : 10900523

Agency Series No. : IT-13

Status : Active

Agency Web Link :

Agency : TOS

Confidential Description :

Division :

Vital Description :

Section :

Record Title : Individual archive files

Revision : 0

Record Description : All emails sent to or from a particular employee that are older than 30 days are automatically moved from the server to an archive file (or enterprise vault) for each employee. All emails that are migrated from the server are retained in the relevant archive file until deleted by the user. These archive files exist independently of the Enterprise Exchange Journal described in schedule IT-12.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain for duration of an individual''s employment with the Treasurer of State and 3 months thereafter, then delete. Note that copies of all emails in the archive that are less than five years old also exist in the Enterprise Exchange Journal described in schedule IT-12. Copies of emails that contain information covered by other retention policies should be saved to the proper departmental hard drive or server space designated for the storage of such items, and retained according to the schedule applicable to the content described in such email.		Electronic	Delete

Approvals

Status	Name	Title	Date
Approved	Jacob Wallace	Records Officer	11/21/2011 9:54:00 AM
Approved	Michael Hardenbrook	Record Administrator	12/7/2011 8:15:00 AM
Approved	Martin Meeks	State Auditor	12/7/2011 8:19:00 AM
Approved	Fred Previts	State Archivist	12/15/2011 9:30:00 AM

Notes

Date	Reason	User
5/3/2022 6:10:30 PM	Public record no longer generated as Microsoft handles such services. The schedule is now outside of the existing retention schedule.	James Payne